Endoscopy Booking Co-ordinator, WRH

Job description

Job responsibilities

Post Title: Endoscopy Booking Co-ordinator

Pay Band: 3

Hours: Full Time - 37.5 hours per week

Contract: Permanent

Location / Department: Countywide - Worcestershire Royal Hospital

Accountable to: Endoscopy Directorate Manager

Reports to: Endoscopy Admin Team Leader / Directorate Support Officers / Directorate Support Manager

Key Working Relationships:

Internal:

Consultants, Specialist Registrars, Nursing Staff, Endoscopy Admin Team Leaders, Directorate Support Officers, Directorate Support Manager, Directorate Manager, Clinical Director

External:

GPs, Health Records, other booking staff

Risk Assessment:

Due to the nature of the work, the post holder may be exposed to prolonged VDU work

Job Purpose:

To ensure the efficient and effective administration of endoscopy waiting lists and scheduling of patients for the endoscopy department.

Ensure personal skills and knowledge relating to waiting time targets and booking processes, as per the guidelines and procedures.

To work effectively as a team member and rotate across all endoscopy administration tasks undertaken within the office.

To deal with patients, relatives and others members of the public and staff politely and efficiently, as the same time complying with Trust policies and procedures.

Ensure confidentiality and security of patient information and Trust business.

The post has no line management or budgetary responsibility.

Key Duties:

General Duties:

To carry out reception duties in a polite, professional and friendly manner.

Listen and advise on patient queries regarding appointments.

Ensure patients receive the correct instructions and correspondence related to their specific procedure.

To receive new referrals for endoscopy 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 (PAS) records and Endoscopy Management System records to ensure a full audit trail is available for each patient.

To ensure that confirmed bookings are added to PAS and the Endoscopy Management system.

To ensure that there is a record on PAS 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.

To monitor and action Patient Tracking Lists (PTLs), informing the Endoscopy Admin Team Leader / Directorate Support Officer of any potential breaches as soon as possible.

Hold an interest with assisting with the management of the Endoscopy Management System.

To receive and action requests to cancel or reduce endoscopy sessions from clinicians or the department. Input these details onto the Endoscopy Management System to ensure that no patients are booked onto unstaffed sessions.

To search for the next available endoscopy 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 Endoscopy Admin Team Leader / Directorate Support Officer 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 manage and administer the waiting list for the endoscopy service, 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.

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 PAS and the Endoscopy Management 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 endoscopy 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 Endoscopy Management System by educating the team in the booking rules.

To collect any DNAs from the endoscopy 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 Endoscopy Unit 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 endoscopy bookings in the absence of the post holder.

Other general administration duties undertaken in the Endoscopy booking offices.

Person Specification

Other Job Requirements

Essential

• Flexibility
• Ability to travel - successful candidate must be able to work from other hospital sites as / when required

Qualifications

Essential

• GCSE (or equivalent) level of literacy and numeracy

Desirable

• ECDL or equivalent experience

Skills / Knowledge

Essential

• Knowledge of PAS/Allscripts system
• Knowledge of Endoscopy Standards (diagnostic/2ww/62day pathway Organisational skills

Desirable

• Knowledge of Microsoft Office (in particular Microsoft Outlook and Excel) Basic understanding of JAG standards

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

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
• Willing to cover others for annual leave and sickness

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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Worcestershire Royal Hospital

Charles Hastings Way

Worcester

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)