Job summary
Ophthalmology Pathway Coordinator
The Ophthalmology (Eye) Team at the University Hospitals of Leicester NHS Trust is a busy and diverse working environment providing a high quality service to patients and medical staff.
The hours for this post are:- Monday to Saturday - Late shift per week 11.00 -7.00pm and will include a rotational weekend at the department discretion in line with Rota compliance and notice.
To perform well in this position, you will need to be reliable, a good team player, be able to use your initiative, prioritise your workload, work to tight deadlines whilst dealing with frequently changing priorities and be willing to learn and undertake training and development as the role requires.Excellent written & verbal communication and interpersonal skills are essential as you will be in contact with a range of staff and patients.The successful applicant will be enthusiastic, confident, and self-motivated, enjoy working in a challenging, busy environment and will have experience of working in a busy customer focused environment. You should have an excellent customer service background as well as good keyboard skills and proven working knowledge of Microsoft Office packages.This is an excellent opportunity to build on and develop existing administrative and clerical skills. If you are innovative, motivated and look forward to new challenges then this is the post for you.
Main duties of the job
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To provide a full administration service within the Ophthalmology team of a designated service within the Clinic Management Group ensuring that the quality standards of the Trust are met.
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To work within a team ensuring cover is provided at all times to maintain an essential service.
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To provide support and guidance to patients, carers, relatives and others making contact with the service.
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To ensure and deliver a Patient Pathway in accordance with Local and National Guidelines in relation to Referral to Treatment (RTT 18 weeks).
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To prospectively manage clinic slot availability to ensure maximum efficiencies within the service to agreed templates ensuring annual/study leave impact on clinic utilisation is minimised, in a timely manner.
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To ensure all clinics are fully utilised.
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Adding patients to the appropriate waiting lists, both electronically and on paper in a accurate and timely.
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
- we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
Job description
Job responsibilities
-
To receive referrals and waiting list referrals and make new and follow up appointments.
-
To receive waiting list slips and make sure they are added to the system within 24 hours.
-
To ensure full utilisation of clinic slots.
-
To ensure all Local and National Standards are applied to referrals, RTT & National Cancer Targets, date stamping, data quality checks, partial booking, and the UHL Patient Access and Data Management Policy.
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The processing of any overseas visitors which will include receiving and checking ID documents; referring any oversees patient to the Overseas Patient Manager.
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To check, record and update the E- Referrals and Choose and Book
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To validate appointment details on the HISS system as defined by scheduling rules.
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Liaise with clinicians regarding availability for clinics / theatres.
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To monitor, maintain and report clinic cancellations, including notice time given and utilisation of clinic time available.
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To ensure case notes are requested, retrieved and prepared in a timely manner for clinics and theatres and utilise Track-It system to update case note tracking.
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To be responsible for the reception duties associated with outpatient clinics. This will include ensuring patient demographic details are correct, booking of follow up appointments on HISS and arranging investigations for patients, thus maintaining full and accurate patient records and manage all clinical coding on clinic outcomes.
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To input and maintain patient records on HISS.
-
To provide training and support to colleagues regarding HISS ensuring pathways are managed according to Trust Policy.
-
To manage virtual clinics to ensure that results are received, collated, prioritised and brought to the attention of medical staff.
-
Add patients to appropriate waiting lists.
-
Responsible for timeliness, accuracy and integrity of the data recorded on paper and electronic systems.
-
Responsible for validation of Data Quality reports as required by the Admin Manager.
-
As directed by the Admin Manager, maintain clinic scheduling on HISS, e.g. cancellation of clinics, setting up of new templates and clinics and management of doctor templates.
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Provide cover for colleagues as and when required.
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To support the Admin Manager in effectively managing the clinical rota for the department.
-
Telephone and general office duties.
- Manage and prioritise own workload on a day to daybasis, which requires using ones own initiative as well asproblem solving.
- To provide a courteous and professional service at alltimes with respect to communication to patients, colleagues and service users.
- To provide support and training to staff colleagues in particular Band 2 colleagues in relation to departmental procedures, HISS functions and patient pathways.
- Ensure confidentiality of patients records andinformation is maintained at all times.
- This post includes in week working, 1x in week late shift and weekend rotation.
Please see job description/ person specification for full details on the role.
Job description
Job responsibilities
-
To receive referrals and waiting list referrals and make new and follow up appointments.
-
To receive waiting list slips and make sure they are added to the system within 24 hours.
-
To ensure full utilisation of clinic slots.
-
To ensure all Local and National Standards are applied to referrals, RTT & National Cancer Targets, date stamping, data quality checks, partial booking, and the UHL Patient Access and Data Management Policy.
-
The processing of any overseas visitors which will include receiving and checking ID documents; referring any oversees patient to the Overseas Patient Manager.
-
To check, record and update the E- Referrals and Choose and Book
-
To validate appointment details on the HISS system as defined by scheduling rules.
-
Liaise with clinicians regarding availability for clinics / theatres.
-
To monitor, maintain and report clinic cancellations, including notice time given and utilisation of clinic time available.
-
To ensure case notes are requested, retrieved and prepared in a timely manner for clinics and theatres and utilise Track-It system to update case note tracking.
-
To be responsible for the reception duties associated with outpatient clinics. This will include ensuring patient demographic details are correct, booking of follow up appointments on HISS and arranging investigations for patients, thus maintaining full and accurate patient records and manage all clinical coding on clinic outcomes.
-
To input and maintain patient records on HISS.
-
To provide training and support to colleagues regarding HISS ensuring pathways are managed according to Trust Policy.
-
To manage virtual clinics to ensure that results are received, collated, prioritised and brought to the attention of medical staff.
-
Add patients to appropriate waiting lists.
-
Responsible for timeliness, accuracy and integrity of the data recorded on paper and electronic systems.
-
Responsible for validation of Data Quality reports as required by the Admin Manager.
-
As directed by the Admin Manager, maintain clinic scheduling on HISS, e.g. cancellation of clinics, setting up of new templates and clinics and management of doctor templates.
-
Provide cover for colleagues as and when required.
-
To support the Admin Manager in effectively managing the clinical rota for the department.
-
Telephone and general office duties.
- Manage and prioritise own workload on a day to daybasis, which requires using ones own initiative as well asproblem solving.
- To provide a courteous and professional service at alltimes with respect to communication to patients, colleagues and service users.
- To provide support and training to staff colleagues in particular Band 2 colleagues in relation to departmental procedures, HISS functions and patient pathways.
- Ensure confidentiality of patients records andinformation is maintained at all times.
- This post includes in week working, 1x in week late shift and weekend rotation.
Please see job description/ person specification for full details on the role.
Person Specification
Training & Qualifications
Essential
- Educated to GCSE standard or equivalent
Desirable
- RTT/Clinic Management experience NHS systems and procedures Excel, Electronic referral system
Communication & Relationship Skills
Essential
- Effective communication skills Tact and diplomacy, must be a Team player
Desirable
- Exposure to dealing with complaints
Experience
Essential
- Admin experience. Experiences of dealing with customers / patients/RTT patient pathways and clinic management.
Desirable
- PTLs/Data Quality experience.
Analytical & Judgement Skills
Essential
- Able to act on own initiative Ability to work without close supervision
Desirable
- Commitment to trust values
Person Specification
Training & Qualifications
Essential
- Educated to GCSE standard or equivalent
Desirable
- RTT/Clinic Management experience NHS systems and procedures Excel, Electronic referral system
Communication & Relationship Skills
Essential
- Effective communication skills Tact and diplomacy, must be a Team player
Desirable
- Exposure to dealing with complaints
Experience
Essential
- Admin experience. Experiences of dealing with customers / patients/RTT patient pathways and clinic management.
Desirable
- PTLs/Data Quality experience.
Analytical & Judgement Skills
Essential
- Able to act on own initiative Ability to work without close supervision
Desirable
- Commitment to trust values
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.
