Elective Access Coordinator

2 weeks ago

Cardiff, Cardiff, United Kingdom Cardiff and Vale University Health Board Full time

To be instrumental in the delivery of short stay and day case waiting list targets, along with full clerical Pre-Operative assessment support to each patient by telephone.

To ensure that the administration and coordination of the organisations day case and short stay waiting list are carried out to the highest standards, in a consistent and timely manner.

To oversee all aspects of the preparation and delivery of these lists.

The post holder will need to meet tight deadlines, collate data and maintain high standards relating to the administrative processes concerning waiting list management and list compilation.

They will need to be able to work within a multidisciplinary team effectively and efficiently. Excellent communication skills will be required to facilitate effective working relationships.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply

To provide and received complex information; persuasive, motivational, negotiating, training skills are required. Communicating with a range of clinical and non-clinical staff concerning progress quality standards e.g. waiting times & patient treatment schedules. To facilitate communication between different clinical services/departments.


Be responsible for ensuring the recording of patient and clinical details onto the PMS are completed accurately, comprehensively and timely manner, according to agreed standards, such that accuracy of the waiting list is enhanced and maintained.


Take personal responsibility for the co-ordination and listing of an allocated day case surgical speciality, make judgements with regard to individual pathways, in line with waiting time criteria.


  • To assist, teach, support and mentor new staff to the unit and assist all learners with their placement objectives.
  • Be responsible for ensuring the recording of patient and clinical details onto PMS are completed in an accurate, comprehensive and timely manner, according to agreed standards, such that accuracy of the waiting list is enhanced and maintained.
  • Be responsible for ensuring patients put on to waiting list are given admission dates in accordance with WAG targets, and those patients receive the appropriate supporting information. Theatre list are to be booked 6 weeks in advance.
  • Be responsible for ensuring that patients are booked in accordance with clinical priority and length of wait, and that Organisations policy and procedures are followed and accurately record any patient unavailability on to PMS.
  • Be responsible for the receipt and action of Consultant and junior doctors leave. Cancel and re-book any lists in accordance with Consultant junior doctor annual leave if cover is not available.
  • Be responsible for completing over the telephone to an agreed protocol, a health screening questionnaire with patients, to ensure they are fit to undergo anesthesia to enable the procedure and escalate any medical conditions to the nursing/clinical team.
  • Be responsible for ensuring that patients are booked into waiting list slots liaising with the Consultant Surgeons, Directorate Management, Nursing teams, Unit Managers and Pre-Operative nursing team protocols within scheduling guidelines as previously agreed by all parties.
  • Ensure that appropriate action is taken following both patient and hospital cancellations, such that the utilisation of elective capacity is maximised.
  • The post holder is expected to develop an understanding of the Guide to Good Practice and related organisational policies, and to make a positive contribution to the ongoing development of the elective administration process.
  • Receive cancer referral management/GP and Consultant referrals and schedule the patients in line with the cancer pathway as appropriate.
  • Maintaining all theatre diaries using the TheatreMan scheduling system and ensuring accuracy of paper and computer diaries including all changes are updated
  • Maintain and manage pending list of urgent cases.
  • To deal with all internal & external calls appropriately, (from patients, GP's, other health care personnel) making and amending appointments as required in accordance with clinic rules, in an efficient and courteous manner.
  • To be responsible for ensuring the post received by the section, is routed expeditiously to the appropriate area within the designated timescales.
  • To provide full reception duties, receiving patients, checking personal demographic details, making amendments where necessary and dealing with general enquiries.
  • To be the first point of contact for all one stop walk in patients that require a Pre-Operative assessment and assist patients in completing the patient section of the health screening questionnaire.
  • To take action on "did not attend" (DNA) patients as directed by the clinicians and organisational policy.
  • Will be asked to show flexibility should the need arise in covering for other personnel when on leave/sickn

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