Job summary
A permanent position at 37.5 hours a week
The post-holder will provide a full and confidential cardiac diagnostic admission service for the Trust. This will include administration to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of the Cardiology team but also support the cardiac investigation reception team as needed.
Main duties of the job
Waiting List & Admissions Co-ordinators are responsible for:
- Providing a comprehensive administrative booking service to the medical staff and their supporting team.
- Providing cover for colleagues in their absence to maintain service levels
- Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.
- Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon to maximise capacity
- Regularly informing the Waiting List & Admissions Supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Managing the pathway for patients referred in ensuring they are monitored to minimise/avoid breach
- Carrying out regular review and administrative validation of the waiting lists
- Supporting the achievement of Trust performance by ensuring administrative standards are met e.g., booking diagnostic tests within 6 weeks and any potential 52-week breaches are escalated to the Waiting List & Admissions Supervisor, Heads of Cardiac Investigations, or General Management.
- Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trust's 8 week annual/study leave policy
About us
I am delighted you are interested in the Medicine Division Waiting List & Admissions Co-ordinator position here at Gloucestershire Hospitals NHS Foundation Trust. We provide acute hospital services from two large district general hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital. Maternity Services are also provided at Stroud Maternity Hospital. We remain the major provider of secondary care services in the area and analysis shows that for Gloucestershire we are the leading acute healthcare provider by a significant margin.
Here at Gloucestershire Hospitals NHS Foundation Trust, our patients are at the heart of everything we do, and pivotal to this are our Secretarial and Administration Teams, whose dedication, expertise and kindness ensures that patients receive the very best care throughout their pathway through our services. I wish you every success with your application to join this team.
Job description
Job responsibilities
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.
- Ensuring incoming post is sorted and appropriate action is taken
- Ensuring that any vacant slots are fully utilised and acted upon to maximise capacity
- Review clinics to ensure patients have been booked appropriately. Identifying any issues to the Waiting List & Admissions Supervisor.
- Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate
- Deal with enquiries by letter/e-mail/telephone from all stakeholders
- Organisation of procedures in negotiation with the clinical staff and patients as requested by the Waiting List & Admissions Supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork
- Monitoring the pathway for patients referred in to minimise/avoid breach
- Carrying out regular review and administrative validation of the waiting lists
- Support the achievement of Trust performance by prospectively pulling patients through their RTT and DM01 pathways to minimise delays and breach, escalating potential capacity/other issues and solutions to the Waiting List & Admissions Supervisor, Heads of Cardiac Investigations, or General Management.
- Ensure all clinic cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy.
- Regularly informing the Waiting List & Admissions Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
Further information can be found in the job description.
Job description
Job responsibilities
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.
- Ensuring incoming post is sorted and appropriate action is taken
- Ensuring that any vacant slots are fully utilised and acted upon to maximise capacity
- Review clinics to ensure patients have been booked appropriately. Identifying any issues to the Waiting List & Admissions Supervisor.
- Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate
- Deal with enquiries by letter/e-mail/telephone from all stakeholders
- Organisation of procedures in negotiation with the clinical staff and patients as requested by the Waiting List & Admissions Supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork
- Monitoring the pathway for patients referred in to minimise/avoid breach
- Carrying out regular review and administrative validation of the waiting lists
- Support the achievement of Trust performance by prospectively pulling patients through their RTT and DM01 pathways to minimise delays and breach, escalating potential capacity/other issues and solutions to the Waiting List & Admissions Supervisor, Heads of Cardiac Investigations, or General Management.
- Ensure all clinic cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy.
- Regularly informing the Waiting List & Admissions Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
Further information can be found in the job description.
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- NVQ level three in administration or equivalent experience
Experience
Essential
- Appropriate experience in a hospital or office environment
- IT experience of Microsoft Office packages. Computer literate with the ability to input, retrieve, and manipulate IT data.
Desirable
- Understanding and previous experience in medical terminology / procedures
Knowledge / Skills
Essential
- Personally resilient and able to manage complexity and work in an ambiguous or changing environment.
- Excellent presentational, communication and interpersonal skills
- Good command and understanding of English, punctuation and grammar
- Able to effectively and appropriate escalate concerns to reduce risk and promote patient safety
- Proven organisational skills
- Ability to concentrate where work pattern is unpredictable and there are frequent interruptions
- Self-motivated and able to work under own initiative and prioritise workload
Desirable
- Knowledge and awareness of health and safety issues, risk management, and data protection act
Qualities
Essential
- Enthusiastic and self-aware
- Creative and Flexible
- Resilient under pressure
- Team focused
- Reliable, Adaptable and Dependable
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- NVQ level three in administration or equivalent experience
Experience
Essential
- Appropriate experience in a hospital or office environment
- IT experience of Microsoft Office packages. Computer literate with the ability to input, retrieve, and manipulate IT data.
Desirable
- Understanding and previous experience in medical terminology / procedures
Knowledge / Skills
Essential
- Personally resilient and able to manage complexity and work in an ambiguous or changing environment.
- Excellent presentational, communication and interpersonal skills
- Good command and understanding of English, punctuation and grammar
- Able to effectively and appropriate escalate concerns to reduce risk and promote patient safety
- Proven organisational skills
- Ability to concentrate where work pattern is unpredictable and there are frequent interruptions
- Self-motivated and able to work under own initiative and prioritise workload
Desirable
- Knowledge and awareness of health and safety issues, risk management, and data protection act
Qualities
Essential
- Enthusiastic and self-aware
- Creative and Flexible
- Resilient under pressure
- Team focused
- Reliable, Adaptable and Dependable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
