Job summary
The Patient Services Division is seeking an enthusiastic person to join the clinic management team.The postholder will be part of a team who are responsible for monitoring and reviewing outpatient parameters. Tasks will include being responsible for clinic template management, processing any requests for additional clinics and managing clinic cancellations.
Main duties of the job
To be part of a team who are responsible for monitoring and reviewing Outpatient parameters. The team are responsible for all clinic template management in the Trust and for processing any requests for clinic cancellations, ensuring capacity and activity is balanced and escalating any issues to the team leader.
The post holder will continuously ensure all outpatient capacity and resources are identified and co-ordinated between the booking team and the front line clinic staff.
They will continuously liaise with their team leader to ensure Divisional colleagues are advised of capacity issues, and will take instruction to create and coordinate extra capacity
About us
The post holder will be an expert on the non-admitted and diagnostic 18 week pathway with reference to The Trust Access Policy. They will ensure all patients are being treated as quickly as possible, and liaise with the RTT trackers and their booking centre colleagues to ensure patients are being booked fairly and equitably along their pathway.
The post holder will ensure high levels of patient care and client satisfaction by being an accessible, knowledgeable and client focussed point of contact with thein the Central booking team and the post holder will ensure high levels of patient care and will ensure clinician satisfaction by being an accessible, customer focused and knowledgeable point of contact.
Job description
Job responsibilities
- Process all changes to outpatient template requests and add new permanent or ad hoc templates, ensuring appropriate Divisional and Outpatient management authorisation is given.
- Receive and process all Trust requests for clinic cancellations, ensuring that Divisional and outpatients authorisation has been given. Liaise with trackers and Team leader to ascertain the impact on RTT, and advise on corrective action.
- Constantly look for ways to maximise clinic slots and clinic rooms and other resources in order to maximise clinic utilisation. Ensure slots are converted to e.g., follow up from new if appropriate.
- To act as clinic broker for all Trust clinic rooms, ensuring all resources are booked and all parties informed to ensure smooth running of service and maximising all Trust clinic room resource.
- To schedule patients in accordance with principles and target waiting times as set out in the NHS Constitution and Health and Social Care Bill 2011 (e.g. 18 Week Referral to Treatment, Going Further on Cancer Waits etc.), expediting patient pathways where necessary. Ensure cancellations are rescheduled and recorded in accordance with Trust policy.
- Monitor lost capacity and devise improvement strategies for whole team
- Co-ordinate ad hoc clinic requests for main Outpatient services , and liaise with the multi- disciplinary team to include General Managers, Heads Nursing, Service managers, Divisional specialty admin staff, OP matron and OP sisters
- Populate, maintain, and update clinic timetables in liaison with the Op sisters and service manager to ensure that the information available is the most up to date and relevant.
- Assist in the rollout of electronic room booking systems for Outpatients.
- Assist in production and distribution of the standing and Ad hoc reports
- Assist in the monitoring and auditing of charging schedules from NHS properties regarding offsite clinics
- Prepare and collate statistical information as required and to input to database if appropriate, in conjunction with Trust requirements.
Job description
Job responsibilities
- Process all changes to outpatient template requests and add new permanent or ad hoc templates, ensuring appropriate Divisional and Outpatient management authorisation is given.
- Receive and process all Trust requests for clinic cancellations, ensuring that Divisional and outpatients authorisation has been given. Liaise with trackers and Team leader to ascertain the impact on RTT, and advise on corrective action.
- Constantly look for ways to maximise clinic slots and clinic rooms and other resources in order to maximise clinic utilisation. Ensure slots are converted to e.g., follow up from new if appropriate.
- To act as clinic broker for all Trust clinic rooms, ensuring all resources are booked and all parties informed to ensure smooth running of service and maximising all Trust clinic room resource.
- To schedule patients in accordance with principles and target waiting times as set out in the NHS Constitution and Health and Social Care Bill 2011 (e.g. 18 Week Referral to Treatment, Going Further on Cancer Waits etc.), expediting patient pathways where necessary. Ensure cancellations are rescheduled and recorded in accordance with Trust policy.
- Monitor lost capacity and devise improvement strategies for whole team
- Co-ordinate ad hoc clinic requests for main Outpatient services , and liaise with the multi- disciplinary team to include General Managers, Heads Nursing, Service managers, Divisional specialty admin staff, OP matron and OP sisters
- Populate, maintain, and update clinic timetables in liaison with the Op sisters and service manager to ensure that the information available is the most up to date and relevant.
- Assist in the rollout of electronic room booking systems for Outpatients.
- Assist in production and distribution of the standing and Ad hoc reports
- Assist in the monitoring and auditing of charging schedules from NHS properties regarding offsite clinics
- Prepare and collate statistical information as required and to input to database if appropriate, in conjunction with Trust requirements.
Person Specification
Knowledge
Essential
- Knowledge of NHS service provision including the pathway of care
- Knowledge of healthcare administrative systems and processes
- Knowledge of databases, spreadsheets e.g. PAS, Excel or similar applications
- Knowledge of confidentiality and data protection principles
Skills
Essential
- The ability to prioritise tasks effectively without direct supervision
- Experience dealing with customer complaints and customer care
- Computer literate, with experience of using a keyboard
Experience
Essential
- Experience of using a full range of IT/Patient administration systems
- Experience of patient administration work in a healthcare setting
Desirable
- A minimum of one year's experience working in a similar role in a hospital/health care setting.
Qualifications
Essential
- Good general education with GCSE or equivalent in English at grade C or above.
Desirable
- NVQ level 3 in business administration or customer care or equivalent
Person Specification
Knowledge
Essential
- Knowledge of NHS service provision including the pathway of care
- Knowledge of healthcare administrative systems and processes
- Knowledge of databases, spreadsheets e.g. PAS, Excel or similar applications
- Knowledge of confidentiality and data protection principles
Skills
Essential
- The ability to prioritise tasks effectively without direct supervision
- Experience dealing with customer complaints and customer care
- Computer literate, with experience of using a keyboard
Experience
Essential
- Experience of using a full range of IT/Patient administration systems
- Experience of patient administration work in a healthcare setting
Desirable
- A minimum of one year's experience working in a similar role in a hospital/health care setting.
Qualifications
Essential
- Good general education with GCSE or equivalent in English at grade C or above.
Desirable
- NVQ level 3 in business administration or customer care or equivalent
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.
