Job summary
An exciting opportunity has arisen for an experienced Waiting List Coordinator to join the Fylde Coast Community Dental Team. Waiting list management experience essential. The post is full time working across Fylde Coast community sites.
Main duties of the job
To provide a comprehensive, confidential administrative and secretarial service to the Dental Service Management and Clinical team. A pro-active approach is expected, in planning, co-ordination and documentation of meetings and other administrative tasks.
To liaise with the Dental Clinicians to manage their dental waiting lists by co-ordinating appointments, associated assessments, and theatre lists, always ensuring efficient utilisation of clinics and theatres.
To work to tight deadlines, ensuring all Service targets are met. Working under pressure and to be able to exercise sound judgement and decision-making skills.
To use dental electronic patient record/database within the Dental Team.
To provide administrative support to the Dental Team.
To liaise with hospital medical staff, clinicians, line managers, directorate managers, General Dental Practitioners (GDP's) /General Practitioners, health professionals, patients, and carers, etc.
About us
Blackpool Teaching Hospitals NHS Foundation Trust is situated on the west coast of Lancashire, with services covering the local authority areas of Blackpool, Fylde and Wyre. The Trust is part of the Lancashire and South Cumbria Integrated Care System (ICS) supporting a population of around 1.6 million people.
We have three main hospitals providing acute services to around 330,000 local residents. The organisation also provides specialist tertiary care for cardiac and haematology services, delivers community health services to over 445,000 residents including those in North Lancashire and hosts the National Artificial Eye Service across England. Plus, we provide urgent and emergency care services to an estimated 18 million people who visit the seaside resort each year. We employ over 7000 people from 68 different countries.
We welcome and encourage application from anyone with protected characteristics, as well as supporting reservists and Veterans who are looking for a rewarding and challenging career within the NHS.
Blackpool Teaching Hospitals encourages flexible working in all our roles to support staff in maintaining healthy home-life balance. Working patterns such as: part time working, self-rostering, compressed hours, annualised hours, term time, reverse term time and flexitime working can be explored.
Job description
Job responsibilities
- Planning and booking of best interest meetings (BIMs) to ensure that the appropriate people attend, including staff, patients, next of kin, carers, etc. prior to their operative procedures. This includes the correct paperwork being available and completed for the meeting, e.g., medical history form, admission care plan, etc.
- To coordinate any combined procedures by liaising with clinicians, medical secretaries, other waiting list coordinators and other health professionals as required.
- Management of all dental clinicians waiting lists, ensuring patients waiting list status is recorded correctly.
- Liaising with dental clinicians and other staff as required, ensuring optimum use of theatre capacity, to help decrease waiting lists and improve patient pathways.
- To be aware of maximum waiting time targets for patients and monitor the same, at least monthly, flagging any anomalies up to management and dental clinicians accordingly.
- Management of clinicians theatre lists/diaries, liaising with clinicians regarding any necessary changes.
- To liaise with referrers, e.g., GDPs to inform them of discharge after treatment completed.
- Evidence of a thorough understanding of the range of procedures available within the scope of special care dentistry provided within the theatre environment.
- To identify and contact patients on standby to enable short notice replacement enabling maximum theatre utilisation.
- Preparation of all relevant information about all patients planned for theatre which is required prior to their admission and ensuring that this is available at least a month before for all relevant staff.
- To ensure theatre cancellations are allocated new appointments as soon as practical and according to priority.
- Liaising with patients and carers to give appropriate information and instructions, over the telephone, prior to surgery, e.g., fasting instructions.
Job description
Job responsibilities
- Planning and booking of best interest meetings (BIMs) to ensure that the appropriate people attend, including staff, patients, next of kin, carers, etc. prior to their operative procedures. This includes the correct paperwork being available and completed for the meeting, e.g., medical history form, admission care plan, etc.
- To coordinate any combined procedures by liaising with clinicians, medical secretaries, other waiting list coordinators and other health professionals as required.
- Management of all dental clinicians waiting lists, ensuring patients waiting list status is recorded correctly.
- Liaising with dental clinicians and other staff as required, ensuring optimum use of theatre capacity, to help decrease waiting lists and improve patient pathways.
- To be aware of maximum waiting time targets for patients and monitor the same, at least monthly, flagging any anomalies up to management and dental clinicians accordingly.
- Management of clinicians theatre lists/diaries, liaising with clinicians regarding any necessary changes.
- To liaise with referrers, e.g., GDPs to inform them of discharge after treatment completed.
- Evidence of a thorough understanding of the range of procedures available within the scope of special care dentistry provided within the theatre environment.
- To identify and contact patients on standby to enable short notice replacement enabling maximum theatre utilisation.
- Preparation of all relevant information about all patients planned for theatre which is required prior to their admission and ensuring that this is available at least a month before for all relevant staff.
- To ensure theatre cancellations are allocated new appointments as soon as practical and according to priority.
- Liaising with patients and carers to give appropriate information and instructions, over the telephone, prior to surgery, e.g., fasting instructions.
Person Specification
Qualifications
Essential
- General education to minimum of level NVQ 3
- RSA III or ability to demonstrate ability at this level
- ECDL or equivalent IT qualifications
- Knowledge of Microsoft packages
- Accurate word processing skills
- Knowledge of Excel and/or Access to create databases etc.
- Appropriate business administrative qualifications or equivalent experience
Knowledge
Essential
- Previous experience in managing waiting lists
- Experience of working under pressure
- Experience of working as part of a team in a multi-disciplinary environment
- Experience of working in the NHS or similar organization
- Knowledge of dental procedures, length of operations and case mix
- Understanding of Information Governance, Data Protection Act 1998, Caldicott and Complaints procedure
- Awareness of policies relating to vulnerable groups such as Safeguarding, Mental Capacity Act.
- Significant and demonstrable administrative experience including the taking of minutes at meetings.
Desirable
- Understanding of dental and medical terminology
- Understanding of Cancer and 18-week National Standards
- Comprehensive knowledge and practical experience of Dental Software
Skills
Essential
- Excellent written verbal communication skills
- Excellent customer care skills
- Ability to work using own initiative with excellent organisational skills and meticulous attention to detail
- Ability to work under pressure, within a stressful environment, prioritise own workload and work to tight deadlines
- Ability to exercise judgement and take responsibility for actions
- Able to promote good working relationships amongst team, colleagues, and clinical staff
- Willingness and ability to learn new IT skills and technology
- Confident and sympathetic when dealing with patients/staff
- Ability to remain calm and professional when working under pressure
- Able to work flexible hours as service demands
- Experience of dealing with patients/people in a sensitive and understanding manner which may have an emotional impact/effect
Person Specification
Qualifications
Essential
- General education to minimum of level NVQ 3
- RSA III or ability to demonstrate ability at this level
- ECDL or equivalent IT qualifications
- Knowledge of Microsoft packages
- Accurate word processing skills
- Knowledge of Excel and/or Access to create databases etc.
- Appropriate business administrative qualifications or equivalent experience
Knowledge
Essential
- Previous experience in managing waiting lists
- Experience of working under pressure
- Experience of working as part of a team in a multi-disciplinary environment
- Experience of working in the NHS or similar organization
- Knowledge of dental procedures, length of operations and case mix
- Understanding of Information Governance, Data Protection Act 1998, Caldicott and Complaints procedure
- Awareness of policies relating to vulnerable groups such as Safeguarding, Mental Capacity Act.
- Significant and demonstrable administrative experience including the taking of minutes at meetings.
Desirable
- Understanding of dental and medical terminology
- Understanding of Cancer and 18-week National Standards
- Comprehensive knowledge and practical experience of Dental Software
Skills
Essential
- Excellent written verbal communication skills
- Excellent customer care skills
- Ability to work using own initiative with excellent organisational skills and meticulous attention to detail
- Ability to work under pressure, within a stressful environment, prioritise own workload and work to tight deadlines
- Ability to exercise judgement and take responsibility for actions
- Able to promote good working relationships amongst team, colleagues, and clinical staff
- Willingness and ability to learn new IT skills and technology
- Confident and sympathetic when dealing with patients/staff
- Ability to remain calm and professional when working under pressure
- Able to work flexible hours as service demands
- Experience of dealing with patients/people in a sensitive and understanding manner which may have an emotional impact/effect
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).
