Imaging Booking Team Leader

3 months ago

Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

To provide direct support to the Imaging Booking Team (IBT) Manager and teams in the appointed area within the IBT, ensuring strict compliance with Trust policies and procedures.

The key responsibility of this role is to work as part of a professional multi-skilled team within the IBT. Carrying out the duties of the appointed area and providing direct support to the IBT Manager. Provide cover for the IBT Manager and other Team Leaders when they are unavailable. This will include the effective and efficient supervision of specific teams within the IBT, ensuring strict adherence and compliance to all Trust policies and procedure.
- To ensure a firm understanding of the Access Policy for planned care Services and Service Line Agreements and be able to work to this guidance
- To ensure staff have a good understanding of all the policies and procedures and comply 100%, monitoring this via Data Quality reporting and taking action where necessary in accordance with Trust Policy and reporting any identified issues to the IBT and Support Managers where appropriat
- To accurately record, monitor and review the activity within their respective team. Preparing team rota and expectation requirements to meet the demands of the service lines and balancing the demands of the IBT
- To attend regular POD meetings, management meetings and appropriate Service Line meetings on behalf of the IBT Manager. Ensuring the IBT are represented professionally and are kept updated on relevant information according to set agenda and arranging for minutes to be issued to relevant parties within agreed timescales. Due preparation is expected for meetings in terms of utilisation, PTL performance, Trust focus performance updates etc
- To have an awareness of teams’ performance at any given stage based on completion of activity reports, team updates and weekly review meetings
- Monitor Primary Target Lists (PTLs) to ensure staff are booking patients when they should be seen within current and target waiting times
- Monitor List cancellations and amendments ensuring that patients are rebooked in line with the Trust Waiting Trust Policy and DM01 standards
- To be responsible for cancelling and reducing Lists as and when required
- To understand the booking rules of the Lists and to ensure that staff book scans in accordance with the Trust Waiting List policies (including Cancer Waiting Times) and national DM01 targets
- Manage staff ensuring that a satisfactory level of service is maintained at all times. This will involve monitoring the queues and moving staff as appropriate to cover all tasks to be completed
- Ensure staff are aware of each other’s roles, in order to provide support and cover during periods of sickness/annual leave wherever possible
- To receive and respond in a professional manner to any complaints received regarding the reminder service campaigns. If necessary listening to the call recording to help with the investigation
- To monitor patients who have failed to receive a reminder call or text message investigating the reasons why and make the necessary amendments to ensure this is resolved
- To monitor and report the number of patients who request a call back and to ensure their call backs are managed appropriately by the team
- To ensure the team are selecting an appropriate activity code before moving onto their next call. This is especially important for reminder calls they receive
- To set up specialty skills per staff member on the system and amend/remove as necessary according to their level of experience and working area
- To ensure any new staff members are trained as appropriate on the use of the telephony system
- To ensure the telephone directory on the telephony system is correct and up to date with regards to your teams contact information
- To ensure that a clear understanding is obtained for yourself and your Team surrounding Data Quality, Information Governance, Case note Handling, Health Roster (MAPS), Patient Management Systems, (IPM), Choose & Book (CAB), CRIS, EPROC and all other systems used and be able to work within these guidelines at all times
- To obtain a thorough knowledge of the duties relating to all IBT staff. Ensuring that you are kept up to date with any changes in processes relating to their daily and weekly tasks
- To ensure the monitoring and compliance of all Trust policies and procedures
- To ensure that an Individual Performance Review is obtained from the supervising Line Manager on an annual basis and in turn undertakes staff appraisals for your Team
- To undertake other duties within the post holders’ competence/career development plan as may be necessary from time to time, as determined by IBT Manager
- To assist in short listing and take part in interview panels
- To carry out back to work interviews and informal sickness meetings on the day that the member of staff returns to work
- To conduct and report any performance issues regarding members of staff ensuring that file

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