Job summary
The Endoscopy Administration Department provides the administrative support to the Endoscopy Unit. As part of a team, The Endoscopy booking and scheduling officer will take a lead role in managing waiting lists for a delegated number of consultants. The Endoscopy booking and scheduling officer is responsible for managing all of the 2WW, urgent, routine and planned patients through the booking process, this includes adding patient to the waiting list, booking the appropriate appointment, sending out the patient bowel preparation and information leaflets about the procedure, while acting as a point of contact for the patients if they have any queries about their appointment. The Endoscopy booking and scheduling officer will also direct any clinical questions to the Endoscopy nurses to ensure professional caring and efficient service is provided to the patient prior to their admission. This service is provided within national and local booking time targets. The Endoscopy booking and scheduling officer will Co-ordinate's admissions and associated pre-operative assessment clinics and endoscopy lists. The Endoscopy booking and scheduling officer plays a key central role within these services and is required to work in close liaison with NHS colleagues, patients and the general public. Exercises initiative, independent judgement and decision-making with situations arising from the duties described below to ensure an effective, high-quality service.
Main duties of the job
Managing all the urgent, routine and planned patients through the booking process, this includes adding patient to the waiting list, booking the appropriate appointment from clinic and off the PTL, sending out the patient bowel preparation and information leaflets about the procedure, while acting as a point of contact for the patients if they have any queries about their appointment.
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
Benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance - for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union- for local financial advice
Job description
Job responsibilities
1. To take a lead role in managing the waiting list of a group of Consultants using PMS, in accordance with Trust Policies and government wait time targets.
2. Monitor the waiting list and work list on a daily basis to ensure Government Access Targets are not breached.
3. To co-ordinate admission and associated pre-operative assessment clinics, ensuring all key hospital staff are aware of organisational arrangements and that relevant medical records are available in time for the procedure.
4. To ensure that problems highlighted from routine reports are actioned in a timely matter i.e. TCIs in the past, outpatient outcomes, inpatient and day case booking etc.
5. To understand and comply with Private Patient protocols, including arranging additional lists/overruns of existing lists to accommodate these patients and ensuring that appropriate information is shared with finance/Private Patient offices.
6. To author and edit weekly Admissions List and other essential documents to be used by all stakeholders.
7. To ensure that information regarding additional resources are passed to patients as required e.g. information regarding how to book transport for them to arrive at the expected time.
8. To arrange interpretation services for all relevant appointments.
- Add Endoscopy patients to the waiting list on Patient Administration System (PAS).
- Book urgent, routine and planned Endoscopy appointments by searching the Solus scheduler to find the appropriate appointment for the patients.
- Book patients directly from clinic.
- Answer incoming calls, assisting patients with specific enquiries.
- Update PAS and Solus systems on a daily basis with any appointment changes.
- Telephone patients to offer appointment dates and times, in accordance with PTL, Trust standards and NHS targets, using PAS and Solus to record appointments made.
- Offer appointments to suspect cancer and other urgent patients according to Trust standards and within NHS target times.
- Answer general telephone enquiries and complaints, forwarding those which cannot be resolved to other departments in the Trust for action.
- Flag any capacity issues to the Endoscopy Administration Manager in a timely manner.
- Liaise with Consultants, Nurse Endoscopist and Nurses regarding Endoscopy lists.
- Cancel and rebook appointments, recording both transactions on PAS and Solus when patients telephone to change their appointments.
- Send appropriate documentation and bowel preparation to the patients as per the listing letter.
- File referrals in an appropriate manner.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Job description
Job responsibilities
1. To take a lead role in managing the waiting list of a group of Consultants using PMS, in accordance with Trust Policies and government wait time targets.
2. Monitor the waiting list and work list on a daily basis to ensure Government Access Targets are not breached.
3. To co-ordinate admission and associated pre-operative assessment clinics, ensuring all key hospital staff are aware of organisational arrangements and that relevant medical records are available in time for the procedure.
4. To ensure that problems highlighted from routine reports are actioned in a timely matter i.e. TCIs in the past, outpatient outcomes, inpatient and day case booking etc.
5. To understand and comply with Private Patient protocols, including arranging additional lists/overruns of existing lists to accommodate these patients and ensuring that appropriate information is shared with finance/Private Patient offices.
6. To author and edit weekly Admissions List and other essential documents to be used by all stakeholders.
7. To ensure that information regarding additional resources are passed to patients as required e.g. information regarding how to book transport for them to arrive at the expected time.
8. To arrange interpretation services for all relevant appointments.
- Add Endoscopy patients to the waiting list on Patient Administration System (PAS).
- Book urgent, routine and planned Endoscopy appointments by searching the Solus scheduler to find the appropriate appointment for the patients.
- Book patients directly from clinic.
- Answer incoming calls, assisting patients with specific enquiries.
- Update PAS and Solus systems on a daily basis with any appointment changes.
- Telephone patients to offer appointment dates and times, in accordance with PTL, Trust standards and NHS targets, using PAS and Solus to record appointments made.
- Offer appointments to suspect cancer and other urgent patients according to Trust standards and within NHS target times.
- Answer general telephone enquiries and complaints, forwarding those which cannot be resolved to other departments in the Trust for action.
- Flag any capacity issues to the Endoscopy Administration Manager in a timely manner.
- Liaise with Consultants, Nurse Endoscopist and Nurses regarding Endoscopy lists.
- Cancel and rebook appointments, recording both transactions on PAS and Solus when patients telephone to change their appointments.
- Send appropriate documentation and bowel preparation to the patients as per the listing letter.
- File referrals in an appropriate manner.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Person Specification
Experience
Essential
- Extensive administrative experience
- Familiarity with hospital Patient Administration System (Patient Centre) or other computer system used for making appointments
Desirable
- Able to present information to both large and small audiences which may be of an informal and formal nature
Education & Qualifications
Essential
- GCSE / NVQ Level 3 or equivalent training and experience
Knowledge
Essential
- Knowledge of endoscopy admin procedures, endoscopy computerised software and project management techniques
- Working knowledge of DH Access/cancer targets Understanding of capacity management and its importance to the Trusts future
Desirable
- Knowledge of Endoscopy working practices
Skills & Abilities
Essential
- Ability to prioritise
- Able to manage difficult situations (staff and patients)
- Able to work on own initiative
Desirable
- Experience of delivering training to others
Person Specification
Experience
Essential
- Extensive administrative experience
- Familiarity with hospital Patient Administration System (Patient Centre) or other computer system used for making appointments
Desirable
- Able to present information to both large and small audiences which may be of an informal and formal nature
Education & Qualifications
Essential
- GCSE / NVQ Level 3 or equivalent training and experience
Knowledge
Essential
- Knowledge of endoscopy admin procedures, endoscopy computerised software and project management techniques
- Working knowledge of DH Access/cancer targets Understanding of capacity management and its importance to the Trusts future
Desirable
- Knowledge of Endoscopy working practices
Skills & Abilities
Essential
- Ability to prioritise
- Able to manage difficult situations (staff and patients)
- Able to work on own initiative
Desirable
- Experience of delivering training to others
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
