Admissions Coordinator, Band 3

3 weeks ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

The purpose of this role is to help navigate patients along their pathway from referral to treatment. The duties of this role include diary management, booking surgery appointments, arranging pre-operative assessments, chasing investigations and results, and coordinating outpatient appointments. The post holders will be expected to liaise and communicate as appropriate with consultants, patients and medical and nursing staff. As such, you will need a flexible approach to ensure processes are implemented, adhered to, maintained and improved.

The service will offer a supportive environment for learning and development and the opportunity to build upon existing knowledge and experience in this innovative role.

Head & Neck is a friendly department that work to a high standard to ensure we are delivering a high standard of patient care.

JOB PURPOSE
- To provide administrative support to the Head & Neck admissions teams, including the booking of appointments for patients requiring surgical procedures into outpatient clinics and theatre lists.
- To ensure patients are booked within Trust waiting time targets and to ensure all clinic and theatre capacity is fully utilised.

DIMENSIONS
- There is no budgetary or supervisory responsibility with this post.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
- Minimum of a years’ experience working within an admissions / booking / patient access / hospital-based office environment.
- Working knowledge of 18 week patient pathways.
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- Excellent IT skills with experience of Microsoft Office software and TrakCare.
- Proven organisational skills with the ability to prioritise workload and to work to deadlines
- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
- Good interpersonal skills for dealing with people internal and external to the organisation
- Ability to work flexibly within a team
- Ability to work quickly and accurately
- Ability to use own judgment and initiative as appropriate

KEY RESULT AREAS
- Contact patients for Admission and negotiate appointments with patients wherever possible and any additional co-ordination of staff, equipment, stock, facilities, and paperwork.
- Using the PTL, Book patients within clinical and trust waiting time targets and guidelines
- Process cancellations and re-appoint patients observing trust waiting times.
- Ensure that patients are aware of their appointment dates and all relevant information.
- Fully utilise all clinic & theatre capacity and maintaining a list of patients who are fit, willing and able to come in at short notice.
- Liaison with clinical staff and their secretaries regarding their waiting lists.
- Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate
- Validate each patients pathway by checking and updating RTT codes
- Regularly informing the Unit Co-ordinator about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
- As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.

TEAM-WORKING
- To work flexibly and pro-actively as part of a team and ensure that the workload is shared out equally and performed to excellent, efficient and safe standards while adapting to the demands of the department/team as required.
- To cover colleagues during absences/annual/sick leave as directed by the Unit Coordinator. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
- To undertake routine office duties including photocopying, faxing and filing of notes and correspondence and any other appropriate duties commensurate with the role, as required at the request of your line manager.
- To liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
- To work with the Elective Bookings Supervisor and Booking Coordinators as appropriate.

COMMUNICATIONS AND WORKING RELATIONSHIPS
- Patients, relatives and / or carers.
- Consultants and their team
- Nursing staff
- Anaesthetists
- Medical Secretaries
- General Practitioners in Primary Care
- Outpatient staff
- Theatre management and administration
- Day Surgery staff
- Health Records staff
- Unit Co-ordinator
- Elective Bookings Supervisor and Booking Coordinators
- General management team

GENERAL
- Fully participate in the Trust’s appraisal system review and personal development planning process on an annual basis.
- Undertake training as necessary in li

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