Radiology Access and Booking Co-ordinator

2 weeks ago

Eastbourne, East Sussex, United Kingdom East Sussex Healthcare NHS Trust Full time

The post holder will be required to work as part of a team of Co-Ordinators who are responsible for providing a comprehensive and efficient booking service to Radiology on Trust sites.


The post holder will need to gain in-depth knowledge of a wide range of booking protocols and specific standards to enable them to make, amend and cancel appointments.


The post holder will be required to liaise with a variety of clinical and non-clinical staff from inside and outside the Trust.


  • Schedule and process all referrals within defined timescales
  • Ensure that patients are offered appointments in line with Trust policy (Referral to Treatment [RTT] Guidelines and Elective Access Policy)
  • Produce and issue appointment letters and preparation instructions as required
  • To manage clinical rejections after vetting; ensuring letters of notification are sent to referring clinician
  • Report to the Pathway Manager any requests to cancel or reduce clinical sessions with than six weeks' notice
  • Identify and report to the Pathway Manager any urgent referrals which get postponed as a result of cancellations or reduction in sessions
  • To provide a fast and responsive telephone service to our patients communicating with all types of patient
  • Deal sensitively with very frequent phone calls from patients, relatives, consultants, other departments and GPs
  • Liaise with other departments to book transport, beds, anaesthetists and preassessments and Covid swabs for inpatient or day case procedures
  • Inform the Pathway Manager of any problems that arise with the CRIS, booking process or inability to books imaging within the target waiting times
  • Work autonomously within your team and on your own initiative to meet the needs of the service
  • To promote good relationships between the Trust and GP Surgeries and other healthcare organisations referring patients to the Trust
  • Other general office duties to include reception and clerical office duties as required.
  • To be familiar with and adhere to the policies and procedures of the Trust.
  • Behave and act at all times in accordance with the Trust Values, of Working Together, Respect and Compassion, Engagement and Involvement and Improvement and Development
  • To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
  • To participate fully in the performance and development review (appraisal) process and undertake Continuing Professional Development as required.
  • To participate in surveys and audits as necessary in order to enable the Trust to meet its statutory requirements.
  • To be aware of the Trust's emergency planning processes and follow such processes as necessary, in the event of an unexpected incident.
This job description is not exhaustive. Staff may be required to undertake any other duties at the request of the line manager, which are commensurate with the band, including project work, internal job rotation and absence cover

  • Schedule and process all referrals within defined timescales
ensuring that all sessions are fully utilised and relevant details are entered correctly on to the Clinical Radiology Information System (CRIS) and where necessary other patient administration systems

  • Ensure that patients are offered appointments within the statutory waiting times including urgent and cancer referrals in line with Trust policy (Referral to Treatment [RTT] Guidelines and Elective Access Policy)
  • Where required contact patients directly to offer appointments or to ensure appointments will be kept
  • Identify and report to the Pathway Manager any patient who may potentially breach waiting times
  • Produce and issue appointment letters and preparation instructions as required
along with any necessary medication

  • To manage patients who cancel appointments or who do not attend in accordance with Departmental and Trust policy.
  • To manage clinical rejections after vetting; ensuring letters of notification are sent to referring clinician
  • Liaise with ward staff to advise of patient admissions and cancellations, and preparation for Radiology procedures,
  • Liaise with clinical colleagues to request the timely vetting of all referrals by appropriate specialty to ensure waiting times targets are adhered to
  • Report to the Pathway Manager any requests to cancel or reduce clinical sessions with than six weeks' notice
  • Identify and report to the Pathway Manager any urgent referrals which get postponed as a result of cancellations or reduction in sessions
  • To provide a fast and responsive telephone service to our patients communicating with all types of patient
s, escorts and staff including those who are elderly, deaf, of other cultures and languages, and with a wide range of illnesses including the terminally ill

  • Deal sensitively with clients and other professionals who may have queries about their care, may be anxious or distressed, and on occasions may be aggressive
  • Deal sensitively with very frequent phone calls from

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