Booking Coordinator

3 weeks ago

Oswestry, United Kingdom Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust Full time

**Key Tasks**: 1. Assigned to specific Consultant Surgeons but there is an expectation that staff will provide support and cover during periods of leave for colleagues, including other departments.2. Add patients to the outpatient waiting list from referral, ensuring all information is entered on to the Lorenzo system and where necessary request images. Recognising any Red Flag symptoms andescalating these to consultants.3.

Add patients to the inpatient waiting list from an outpatient appointment and when decision to admit is made ensuring all information is entered on to PAS.4. Once trained, individuals to maintain a high knowledge of Lorenzo, E-referral service, Image Exchange System, Electronic Patient Record, Spinal Portal, Bookwise, Internal Patient Waiting Lists, Synapse5. Communicate with patients to agree a date of appointment according to the relevant waiting times as designated by the appointment type and other factors, providing general advice around their appointment and the location of the Trust and sending out relevant paperwork. Ensuring the relevantappointment is made in due time to ensure any further treatment that may be necessary has enough time to be received.6.

To highlight any referrals that require urgent attention and deal with them promptly; this may involve discussions with the medical/divisional teams directly to arrange where the patient needs to be booked7. To monitor daily the Patient Tracking Lists (PTL) for the designated specialties by tracking, booking and closing patients episodes and pathways where appropriate, ensuring that all new patients are booked according to current waiting times targets and the PTL is complete by the monthly/weekly deadline8. To be responsible for authorised over booking where appropriate, ensuing priority of patients is considered through reviewing several databases and consideration a range of options, such as diagnostics, new and old patients and patients in trouble, seeking assistance from the Assistant Service Manager when needed.9. Support patients in trouble by escalating concerns to Consultant colleagues and the safeguarding team as necessary.10.

Ensure all relevant documentation is scanned onto EPR and filed as appropriate.11. Liaise with Assistant Service Manager regularly to receive updates on waiting times and discuss and make recommendations to improve waiting list management.12. Provide a daily report on the status of the outpatient waiting list for consultants to whom you are assigned.13. Ensure that patients receive all the relevant documentation pertaining to their appointment.14.

Plan and liaise with consultants regarding appointments to enable prioritisation of work.15. Whilst arranging appointment dates use knowledge of clinic capacity.16. To constantly work adhering to the Access Policy, keeping abreast of changes as communicated by Senior Staff.17. Ensuring Choose and Book appointments are booked in correctly, where not, ensuring the appointment is rescheduled appropriately and the patient is informed.18.

Re-arrange or cancel full clinics as directed by the operational team (with and without consultant consultation) where appropriate ensuring full utilisation of remaining clinics.19. Re-arrange or cancel clinic appointments as requested by the patient (with and without consultant consultation) where appropriate ensuring full utilisation of remaining clinics.20. To arrange appointments for Private patients and provide the relevant documentation to the patient, the clinician, and finance.21. Provide detailed information for clinicians regarding their waiting lists.

22. Provide a high level of customer care exchanging information with patients and staff regarding outpatient processes and procedures, such as discussions around individual needs, such as adjustments for patient appointments.23. Liaise with the Service Manager and Assistant Service Manager to ensure all clinics are utilised and planned efficiently. Notify Consultants on any factors they made need to know resulting in their clinicbeing affected.24.

To deal with queries from patients, Secretaries, medical and nursing staff in a diplomatic and sympathetic manner, both on the phone and face to face.25. Ensure all clinic appointments are outcomed correctly from either the clinical outcome form or once the clinic dictation is typed.26. Communicate with the discharge team to ensure follow-up appointments are booked at a requested point of time, balancing needs and requirements such clinic capacity and Consultant availability.27. Escalate appropriate issues to Consultants, operational Management, &/or Administrative Service Manager.28.

**Liaise with the Outpatient resource team re**: changes, bookings, cancellations. This is to ensure that resources can be appropriately reallocated as necessary.33. Liaise with other Hospitals to ensure notes and x-rays are forwarded for patients attending clinic.34. Participate in maintaining physical waiting list filing and general

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