Central Booking Coordinator, Colorectal Surgery

7 months ago


Chertsey, United Kingdom Ashford & St. Peter's Hospitals NHS Foundation Trust Full time

To be independently responsible for, and actively manage waiting lists, procedure bookings and theatre lists to ensure that the patient reaches the point of treatment within relevant timescales. To ensure that the relevant kit and surgical equipment and HDU beds for particular procedures are arranged. To liaise directly with patients to book, cancel, and rebook any outpatient procedure dates or theatre lists, taking into consideration of 18 week and cancer targets. To be responsible for sending out relevant correspondence letters and cancelling/rebooking patients procedures where necessary.

Responsible for checking all letters sent are accurate, and outcomes cashed up on Patient Centre. Monitor overbooking of theatre lists to ensure that there is low risk of patient cancellations. Manage changes in consultant and nurse rotas which may result in changes to theatre lists and patient moves as a result. Responsible for ensuring that all clinical activity (including those held at other trusts/organisations) are reduced/ cancelled when necessary, adhering to relevant procedures, notifying Managers and other Consultants within the department of any planned leave (inc sick, study & professional leave) for Consultants.

As part of the General Surgery administrative team, to provide general support and advice to patients and colleagues where possible. General office duties including filing, photocopying, scanning & answering the phones. Provide a fast and accurate clinical correspondence admin service with proficient use of appropriate software and systems to meet the required Trusts standard of work. As appropriate, prepare straightforward replies and requests for Consultant teams.

To use new working systems within the Clinical Office to promote an efficient service, i.e. Dictate IT, E-RS, Docman, Evolve, PAS, CRIS, ICE & the storage of appropriate information electronically on shared drives. Ad-hoc retrieval of medical records/investigation results relating to patient/GP/Consultant enquiries, liaising with all staff concerned with patient services as necessary i.e. medical nursing, medical records, pathology, histology and management.

Attend relevant departmental meetings and provide Secretarial services as required e.g. booking venues, typing accurate minutes and agendas and circulating documentation as required. Working as part of a team; assisting with the training of new and temporary staff providing support and advice as appropriate. Exercise independent judgement and initiative when problems arise, taking the necessary actions to resolve the problems or referring to the appropriate person.

When required, chase up responses to complaints within optimum deadlines and forward to the correct party within the Trust. To ensure patient complaints and internal information governance failings are logged onto the Datix system. To take an active part in Progress & Development Reviews and to maintain and update Personal Development Folder in accordance with Agenda for Change. Participate in Trust training courses as appropriate to ensure skills and knowledge are maintained.

Support and assist in the implementation of any relevant Trust and Directorate policies on behalf of the Consultant team. Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc. or cancellation of outpatient clinics or theatre lists. Responsible for providing guidance and support to junior members of the central booking team.

Responsible for training clinical staff in the use of dictating machines, clinic outcome forms and any other protocols relevant to the department. Responsible for ensuring copies of clinic letters are available in notes/ Evolve for booked operations. Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team. Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.

To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work. Establish good levels of communication and liaison with other secretaries, medical staff and other departments and hospitals. Undertake all mandatory training as required by the Trust, inc RTT suite training.



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