Job responsibilities
The
post holder must demonstrate excellent communication skills to keep all
parties well informed of surgical plans (in person, on the phone and via
email) and show a genuine pride in delivering an exceptional service.
The
post holder will manage their own workload, working within a small theatre
scheduling administration team, providing cross cover for each other when
required, and line managing and supervising the workload of the theatre
scheduling administration assistants.
The
post holder will work to standard operating procedures and departmental
polices for some of their work however due to the variable nature of theatre
scheduling they must exercise initiative, independent judgement and be able
to develop alternative plans in response to a changing situation on a regular
basis
CORE
BEHAVIOURS AND SKILLS
Essential
core behaviours and skills include:
Ability to communicate information
tactfully to patients, relatives and colleagues when on occasions patients
may be upset, anxious or angry (due to delays or changes to surgical plans or
in anticipation of their upcoming surgery date)
Excellent written (email) and
verbal (on the phone and in person) communication skills
The post-holder will be expected
show willingness to work as part of a close team and maintain good
relationships with their own and other departments (such as pre-assessment,
theatres, independent sector hospital colleagues)
Attention to detail is crucial in
this role as one missed piece of information can lead to a very poor
patient experience and/ or wasted theatre capacity
Ability to be responsive to a
changing situation, sometimes at the last minute, that may require immediate
action (such as reorganising theatre lists at short notice to accommodate an
urgent patient)
Ability to prioritise own workload
and also workload as a team to ensure theatres are always scheduled according
to the Trust 6-4-2 process
Standard keyboard skills
Confident in the use of excel,
entering information into excel spread sheets and using basic functions to
manipulate data
A willingness to undergo all
training requirements necessary for the post
CORE
KNOWLEDGE AND UNDERSTANDING
Knowledge and understanding of
Leeds Teaching Hospitals Trust patient access policy
Knowledge and understanding of
Leeds Teaching Hospitals Trust theatre scheduling guidelines and policies
Knowledge and understanding of a
range of local standard operating procedures for theatre scheduling with
neurosciences
Knowledge of a number of Trust-wide
and local administrative systems including Patient Administration System
(PAS), PPM+, OrderComms (ICE), Excel, Theatre Management System (TMS)
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
Populate theatre lists in a timely
manner as per the Trust 6-4-2 policy
Assess theatre capacity and select
the most appropriate combination of patients for this capacity based on
clinical urgency, waiting time and procedure length as indicated on the
surgical booking form and PPM+ (taking into account special requirements for
each procedure such as post-op bed, multi-surgeon operating and any
specialist kit required)
Keep all Trust and departmental
electronic records up to date by accurately entering and amending patient
records
Answer patient queries (over the
phone) re: waiting times, admission information, details of surgery and
recovery. Exercise personal judgement to triage queries to the most
appropriate team or individual if not able to answer fully themselves
Provide general non-clinical advice
and information to patients, relatives or carers re: plans for admission
Chase departments for information
and progress updates regarding aspects of planning for a patients operation
Provide and receive administrative
information to and from other departments within the Trust, and departments
within regional Independent Sector hospitals
Validate patient records regularly
to ensure RTT status remains accurate
Create monthly waiting list reports
to send to consultants to update them on their waiting list position
Validate and submit monthly return
of cancelled operations from the previous month, checking the cancellation
reason has been accurately recorded.
Induct new staff within the theatre
scheduling team and provide training for new colleagues or less experienced
staff
Continually manage and prioritise
own workload and identify and delegate appropriate tasks to the more junior
team members
Attend weekly theatre scheduling
meetings (as appropriate) and complete action based minutes
Attend weekly consultant
multi-disciplinary team (MDT) meeting as appropriate
Create the theatre summary report
and circulate to the neurosciences MDT on a weekly basis to inform staff of
theatre lists for the following fortnight
Liaise with the theatre team
regarding specialist kit required for elective and acute cases
Comment on new and existing
departmental standard operating procedures and policies to improve work
practices within the team
Responsible for maintaining
stationary stock within the team
Complete staff surveys
THE
LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centered
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
Additionally
the following are core values which relate specifically to this post:
A positive and professional
attitude
Show genuine commitment and
enthusiasm to providing a high quality service
WEST
YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
