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Appointments Co-ordinator, Wrh
7 months ago
**Job Purpose**: The post holder will be responsible for organising referrals and selecting patients from the waiting list so that appointments are made within the required waiting time targets. Also co-ordinate rescheduling of appointments and setting up clinic template with agreed booking rules. Key Duties: To ensure that referrals are added to the outpatient waiting list and that clinical staff prioritise these within the agreed timescales To ensure that patients receive an acknowledgement letter or are immediately appointed in line with agreed booking arrangements, administrative procedures and the patient access policy. To ensure that patients are selected from the waiting lists in chronological order and appointed according to the prioritisation given by the medical staff To administer the waiting lists using the partial booking process, ensuring that all patients are invited, reminded and removed within the correct timescales To ensure that any patients who request removal following validation are removed and the clinical staff informed To ensure that systems are in place to monitor utilisation of appointment slots, raising any concerns regarding overbooking / underbooking with the relevant Directorate Manager or clinician.
In liaison with the Directorate managers and clinicians, ensure that clinic booking rules are up to date, communicated and adhered to when dealing with referrals and making new or follow up appointments. To ensure that written and verbal requests for further appointments are actioned promptly in line with booking rules. To action changes to individual appointments whilst ensuring that patients are seen within the agreed clinical priority and that written confirmation is immediately sent Following Directorate and Booking Services Management approval, set up clinics for new consultants on OASIS, ensuring that templates are designed according to any booking rules provided by the Directorate. To ensure that the CaB system reflects the clinic booking templates.
To ensure that the new templates checklist is completed so that all systems are up to date To ensure that all requests for changes to clinics/rescheduling are actioned promptly. Where less than 6 weeks notice is given, ensure that the approval process is followed To telephone patients, often at short notice, to offer them appointments or cancel their appointments due to unplanned clinical leave To escalate to the relevant managers when there is a capacity problem. To complete the required waiting list analysis each week, from the PTL (patient tracking lists) and the OASIS (patient administration database) system. To calculate where there are likely to be potential breaches and ensure that Directorate Managers are informed of potential problems with long wait breaches.
To ensure that letter, telephone and face to face communication with patients, Colleagues and managers is professional, timely and in line with booking services policies and procedures. To respond to any queries and complaints from patients, managers or clinicians regarding clinics, referrals, bookings and waiting times, ensuring that any serious issues are passed on to the appropriate manager To liaise with GPs, Managers, Clinicians and administrative staff regarding referrals, bookings and waiting times. To ensure that Xerox are provided with appropriate information regarding patients and clinics, in order to carry out their work effectively and safely. To ensure that referrals are prepared ready for scanning into eZ notes (electronic case notes) To provide information from OASIS on a routine and adhoc basis to staff throughout the Trust, such as inpatients listings, waiting for review lists, and vacancy summaries.
To set up and maintain a work schedule that ensures all work is prioritised and delivered within the required timescales each week, in particular during holiday periods when replacement cover is unlikely to be provided To ensure that all patients recorded data in manual and computerised systems is dealt with in accordance with agreed policies and procedures. To ensure that all policies and procedures are adhered to and training undertaken where new policies and procedures are implemented. In particular, those for Health Records, confidentiality and information security. To ensure that general administrative work associated with referrals, appointments and waiting lists is undertaken according to booking service standards.
To provide cover for colleagues on site and any role within booking services team as and when required. Carry out any other duties, within the grade, as requested by the Booking Services Management Team.
