Booking Co-ordinator, Gynaecology

4 weeks ago

Worcester, United Kingdom Worcestershire Acute Hospitals NHS Trust Full time

Listen and advise on patient queries regarding appointments. Ensure patients receive the correct instructions and correspondence related to their specific procedure. To receive new referrals for procedures (repeats and first time referrals) and ensure they are added to the waiting list within agreed timescales. To book patients for appointments in a professional and timely manner.

To record any offers or decline dates for procedures on OASIS. In particular recording information to assist with diagnostic and 18 week targets. To organise and send the necessary correspondence and/or documentation. This will involve using the Patient Administration System (Oasis).

To monitor and action Patient Tracking Lists (PTLs), informing the Directorate Support Manager/Directorate Manager of any potential breaches as soon as possible. To receive and action requests to cancel or reduce clinic sessions. Input these details onto the scheduling system to ensure that no patients are booked onto unstaffed sessions. To search for the next available booking slot to ensure that patients are offered the earliest possible date within the maximum waiting time, according to the booking rules and priority category.

To ensure that the Directorate Support Manager is informed well in advance if the waiting time is likely to go over the maximum wait or if cancelling a session will lead to a waiting time breach. To manage and administer the waiting lists for the Urodynamic and Pessary service, selecting, sending for and booking patients in chronological order and according to prioritisation. The waiting list must be kept accurate and up to date at all time. To reschedule or cancel admissions at the patient or hospitals request, ensuring that OASIS, the scheduling system are kept up to date.

Confirm cancellations and rescheduled dates in writing to the patients. To check all patient details are correctly maintained on the PAS when negotiating TCIs with patients. Register new patients as required. To ensure that all sessions are appropriately filled with patients according to the agreed booking rules and ensuring that cancellations are re-filled.

To ensure all short notice vacant slots are filled. To collect any DNAs from the department each day and take appropriate action, such as re-booking with patients over the phone or sending standardised removal from the waiting list letters Identify and inform the Directorate Support Manager of problems with planning and procedural processes which may affect the smooth running of the department. Assist other members of the booking team as and when required. Ensure that the team is able to cover the bookings in the absence of the post holder.

To undertake medical audio/copy typing including outpatient letters to GPs, discharge summaries and other official correspondence. To use own initiative to ensure that necessary investigations, procedures or further appointments referred to in correspondence have been actioned. Other general administration duties undertaken in the booking offices.

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