Waiting List Coordinator
4 months ago
KEY RESPONSIBILITIES To be responsible for using the ICE system on a daily basis to review ETCI requests to create accurate waiting list entries on the Trust PAS system. Including Surgeon, Speciality, Priority, List name, admission type, anaesthetic type, who can operate, Inpatient or Day case, admitting ward, surgical procedure required. Using the surgical procedure name to look against the ATOM times to form the operation time allocated. Responsible for entering the waiting list coding of the procedure into the Trust PAS system and essential comments into the waiting list for the management of the patient for example if they are suitable for weekend operating, a combined operating list, available at short notice.
To ensure that essential information is entered onto the operating list comments so all theatre staff are informed of required data for example wheelchair bound hoist required, latex allergies, diabetic, MRSA. To maintain accurate and regularly validated computerised waiting lists. Responsible for acting upon the confirmed theatre timetables to compile and maintain accurate and appropriate theatre lists in a timely manner using the Patient Tracking List and Waiting list to date patients giving reasonable notice which take into account factors including case mix, theatres equipment, Imaging availability, theatre time, clinical need, list order of operating list etc Ensure that patients on the elective waiting list are offered admission dates taking into account clinical priority and length of wait in accordance with the Trusts Patient Access policy actively working towards meeting the waiting list targets. To ensure that all patients are informed of correct fasting instructions for their surgery in accordance with their anaesthetic type, admission time and theatre list order and that all correspondence to patients are printed from the Trust PAS system and posted on a daily basis.
To explain inpatient and waiting list procedures to patients, relatives and other staff members. To provide non-clinical advice and information regarding appointments, admissions and theatre arrangements to patients and relatives. To notify and/or negotiate with patients either directly or by telephone regarding their admission date for surgery (or other procedure) and process the necessary documentation. Ensure that the appropriate action is taken following both patient and hospital cancellations, such that the utilisation of elective capacity is maximised.
To ensure that all patients based on anaesthetic type have attended or have been booked into Pre op assessment health check in sufficient time prior to admission to ensure there is the right amount of time to prepare the patient for surgery to cease medications. To act upon the pre op outcomes and Infoflex reports in a timely manner ensuring that any comments or dependencies are entered onto the waiting list and operation list comments. Making sure that if any operation dates are amended to ensure that the relevant staffs are notified so that this can be re-provided. Review waiting list entry comments and take the initiative to chase up any patients who have not had any update re their underlying health conditions preventing them from being given a proceed to surgery and work within the Trust access policy to manage these patients on the waiting list.
To develop good working relationships with the pre op assessment and anaesthetic teams. To escalate any queries and ensure that you action all responses ensuring the anaesthetic alerts are in place to ensure a smooth flow through theatres. To ensure that Interpreters are booked for pre-operative health checks and surgical admission dates when notified using the DA Language system. Ensure that 28 day rule cancellations are appropriately scheduled in line with the Trusts Patient Access Policy and inform the Team Leader or, in their absence, the Waiting List Manager when there are difficulties with re-dating.
This role requires a high level of concentration to be maintained, precise, analytical, accurate detailed work and regular emotional effort when initiating and responding to patients on the telephone. To create and implement policies for your own work area of the consultants waiting list and theatres lists that you book and manage. To ensure that your policies are clearly typed and documented in the theatre books so that there is continuity during leave periods. To work closely with the service line to propose changes to working practices and procedures based on waiting list demand, theatre capacity and theatre equipment requirements to meet the departments waiting time objectives.
To develop good working relationships with the consultants, service managers and their clinical teams and medical secretaries, regularly liaise with them concerning management of their waiting lists and theatre lists. To liaise with the 18 week wait and MDT Cancer teams regarding Treatment Target dates or queries. To develop good worki
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