Job summary
An exciting opportunity has arisen within the Women's and
Children's Directorate for a Booking Coordinator to work as part of the
Gynaecology team. We are a strong, proactive team who welcome innovation and
adaptability within the service.
This is a full-time position, and candidates would be
required to work 37.5 hours a week, Monday to Friday. Applicants may be required
to provide cross site cover between Worcester Royal Hospital and Kidderminster
Treatment Centre. We also offer some flexibility with home working for a
limited number of days per week.
As well as being part of the busy department, you'll be
required to prioritise your own workload on a day-to-day basis. Excellent IT
and communication skills are essential for this role.
You will demonstrate excellent organisational skills, must
be flexible in approach, able to exercise initiative and demonstrate a
consistently high standard of professionalism, being aware of the need for
confidentiality and integrity. We would require a strong communicator and
dedicated team player.
We can offer you a friendly and supportive work
environment where your work is valued. If this sounds like the role for you
then apply now or email us to find out more. Informal enquiries are welcomed by
contacting Lara Di Placido, Directorate Support Officer on email laradiplacido@nhs.net
Main duties of the job
The chosen candidate will be required to demonstrate the
Trust values, the responsibilities of the job description and person
specification. Commitment and compassion for patients and the quality of care
they receive will be imperative. You'll be responsible for booking patients
appointments and ensuring they are seen in a timely manner, being aware of
breach deadlines and escalating where appropriate. Having a good understanding
of how and when the clinics run is crucial, the role will include cancelling
and reinstating clinics sometimes last minute, so an ability to be flexible in
your approach to competing demands would be advantageous.
You will manage and administer the waiting lists for the
Hysteroscopy, Myosure and Minor Procedures clinics, selecting, sending for and
booking patients in chronological order and according to prioritisation. The
waiting list must be kept accurate and up to date at all times.
Ensure patients receive the correct instructions and correspondence related to
their specific procedure.
To book patients for appointments face-face or via telephone in a professional
and timely manner. Administer the partial or full booking process for
elective/surveillance admissions, generating acknowledgement letters,
invitation letters, reminders and notifying non-responders of their removal
from waiting lists. Notify Consultant secretaries/GPs of non-responders for
further action.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
To
manage and administer the waiting lists for the Hysteroscopy service, Myosure
service and , Minor Procedures clinic, selecting, sending for and booking
patients in chronological order and according to prioritisation (also ensuring
the endoscopy lists are managed in accordance with consultants booking
instructions). The waiting list must be kept accurate and up to date at all
time.
Ensure
patients receive the correct instructions and correspondence related to their
specific procedure.
To
receive new referrals for procedures (repeats and first time referrals) and
ensure they are added to the waiting list in accordance with agreed timescales.
To
book patients for appointments face-face or via telephone in a professional and
timely manner.Administer
the partial or full booking process for elective/surveillance admissions,
generating acknowledgement letters, invitation letters, reminders and notifying
non-responders of their removal from waiting lists. Notify Consultant secretaries/GPs of
non-responders for further action.
Throughout
each phase maintain Patient Administration System (Oasis) records and the
scheduling records to ensure a full audit trail is available for each patient.
To
ensure that confirmed bookings are added to OASIS, the scheduling system and
the reporting system.
To
ensure that an OASIS record is kept of any offers or decline dates for
procedures. In particular recording
information to assist with diagnostic and 18 week targets.
To
deal with patient queries relating to booking in a pleasant, polite and efficient manner in order to fulfil the
Trusts responsibility in accordance with the Patient Access Policy.
To
organise and send the necessary correspondence and/or documentation. This will involve using the Patient
Administration System (Oasis).To
monitor and action Patient Tracking Lists (PTLs), informing the Directorate
Support Manager/Directorate Manager of any potential breaches as soon as
possible.
To
search for the next available booking slot to ensure that patients are offered
the earliest possible date within the maximum waiting time, according to the
booking rules and priority category.
To
ensure that the Directorate Support Manager is informed well in advance if the
waiting time is likely to go over the maximum wait or if cancelling an
endoscopy session will lead to a waiting time breach.
To
ensure that any pooling of patients is carried out according to agreed
instructions.
To
reschedule or cancel admissions at the patient or hospitals request, ensuring
that OASIS, the scheduling system, and the Endoscopy Reporting System are kept
up to date.
Confirm
cancellations and rescheduled dates in writing to the patients.
To
check all patient details are correctly maintained on the PAS when negotiating
TCIs with patients. Register new
patients as required on receipt of referrals.
To
ensure that all sessions are appropriately filled with patients according to
the agreed booking rules and ensuring that cancellations are re-filled.
To
ensure all short notice vacant slots are filled to avoid wastage of capacity
To
ensure that the Cancer two week wait office is able to independently book into
the schedule by educating the team in the booking rules.
To
collect any DNAs from the department each day and take appropriate action,
such as re-booking with patients over the phone or sending standardised removal
from the waiting list letters
Identify
and inform the Directorate Support Manager of problems with planning and
procedural processes which may affect the smooth running of the department.
Assist
other members of the booking team as and when required.
Ensure
that the team is able to cover the bookings in the absence of the post holder.
To undertake medical audio/copy typing including outpatient
letters to GPs, discharge summaries and other official correspondence. To use
own initiative to ensure that necessary investigations, procedures or further
appointments referred to in correspondence have been actioned.
Other
general administration duties undertaken in the booking offices.
Job description
Job responsibilities
To
manage and administer the waiting lists for the Hysteroscopy service, Myosure
service and , Minor Procedures clinic, selecting, sending for and booking
patients in chronological order and according to prioritisation (also ensuring
the endoscopy lists are managed in accordance with consultants booking
instructions). The waiting list must be kept accurate and up to date at all
time.
Ensure
patients receive the correct instructions and correspondence related to their
specific procedure.
To
receive new referrals for procedures (repeats and first time referrals) and
ensure they are added to the waiting list in accordance with agreed timescales.
To
book patients for appointments face-face or via telephone in a professional and
timely manner.Administer
the partial or full booking process for elective/surveillance admissions,
generating acknowledgement letters, invitation letters, reminders and notifying
non-responders of their removal from waiting lists. Notify Consultant secretaries/GPs of
non-responders for further action.
Throughout
each phase maintain Patient Administration System (Oasis) records and the
scheduling records to ensure a full audit trail is available for each patient.
To
ensure that confirmed bookings are added to OASIS, the scheduling system and
the reporting system.
To
ensure that an OASIS record is kept of any offers or decline dates for
procedures. In particular recording
information to assist with diagnostic and 18 week targets.
To
deal with patient queries relating to booking in a pleasant, polite and efficient manner in order to fulfil the
Trusts responsibility in accordance with the Patient Access Policy.
To
organise and send the necessary correspondence and/or documentation. This will involve using the Patient
Administration System (Oasis).To
monitor and action Patient Tracking Lists (PTLs), informing the Directorate
Support Manager/Directorate Manager of any potential breaches as soon as
possible.
To
search for the next available booking slot to ensure that patients are offered
the earliest possible date within the maximum waiting time, according to the
booking rules and priority category.
To
ensure that the Directorate Support Manager is informed well in advance if the
waiting time is likely to go over the maximum wait or if cancelling an
endoscopy session will lead to a waiting time breach.
To
ensure that any pooling of patients is carried out according to agreed
instructions.
To
reschedule or cancel admissions at the patient or hospitals request, ensuring
that OASIS, the scheduling system, and the Endoscopy Reporting System are kept
up to date.
Confirm
cancellations and rescheduled dates in writing to the patients.
To
check all patient details are correctly maintained on the PAS when negotiating
TCIs with patients. Register new
patients as required on receipt of referrals.
To
ensure that all sessions are appropriately filled with patients according to
the agreed booking rules and ensuring that cancellations are re-filled.
To
ensure all short notice vacant slots are filled to avoid wastage of capacity
To
ensure that the Cancer two week wait office is able to independently book into
the schedule by educating the team in the booking rules.
To
collect any DNAs from the department each day and take appropriate action,
such as re-booking with patients over the phone or sending standardised removal
from the waiting list letters
Identify
and inform the Directorate Support Manager of problems with planning and
procedural processes which may affect the smooth running of the department.
Assist
other members of the booking team as and when required.
Ensure
that the team is able to cover the bookings in the absence of the post holder.
To undertake medical audio/copy typing including outpatient
letters to GPs, discharge summaries and other official correspondence. To use
own initiative to ensure that necessary investigations, procedures or further
appointments referred to in correspondence have been actioned.
Other
general administration duties undertaken in the booking offices.
Person Specification
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths
Desirable
- Recognised secretarial/ computer skills qualification
Skills and Knowledge
Essential
- Knowledge of PAS/OASIS system
- Organisational skills
- Knowledge of Microsoft Office (in particular Microsoft Outlook and Excel)
Desirable
- Knowledge of NHS Standards (diagnostic/2ww/62day pathway/RTT)
Experience
Essential
- Previous experience in an administrative role
- Experience of working with spreadsheets/reports
- Experience in dealing with patients, relatives and members of the public
Desirable
- Experience of working with PTLs/Breach Reports
- Understanding of NHS reporting requirements i.e..18 weeks RTT.
- Experience of working within Obstetrics & Gynaecology.
Personal Qualities
Essential
- Ability to manage own workload and work on own initiative
- Ability to work as part of a team
- Pleasant and helpful telephone manner
Person Specification
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths
Desirable
- Recognised secretarial/ computer skills qualification
Skills and Knowledge
Essential
- Knowledge of PAS/OASIS system
- Organisational skills
- Knowledge of Microsoft Office (in particular Microsoft Outlook and Excel)
Desirable
- Knowledge of NHS Standards (diagnostic/2ww/62day pathway/RTT)
Experience
Essential
- Previous experience in an administrative role
- Experience of working with spreadsheets/reports
- Experience in dealing with patients, relatives and members of the public
Desirable
- Experience of working with PTLs/Breach Reports
- Understanding of NHS reporting requirements i.e..18 weeks RTT.
- Experience of working within Obstetrics & Gynaecology.
Personal Qualities
Essential
- Ability to manage own workload and work on own initiative
- Ability to work as part of a team
- Pleasant and helpful telephone manner
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.
