Senior Appointment Coordinator

3 weeks ago

Liverpool, Liverpool, United Kingdom Liverpool University Hospitals NHS Foundation Trust Full time

Position Overview

Band 3 - Senior Appointment Coordinator

Weekly working hours: Flexible contract hours available from Monday to Friday, between 08:00 and 20:00.

An exciting opportunity has emerged within the Radiology division for a Senior Appointment Coordinator.

We are in search of motivated, enthusiastic, and highly organized individuals with exceptional communication abilities to join our dedicated team of appointment professionals.

The successful candidate will be an integral part of the administrative team, delivering a friendly and efficient clerical service. Strong organizational, communication, and interpersonal skills are essential. Applicants must demonstrate the ability to prioritize tasks, manage challenging situations, maintain a flexible work approach, collaborate effectively within a team, and possess experience in a healthcare setting.

Key Responsibilities

The selected individual will exhibit outstanding communication, operational, and interpersonal skills. Responsibilities include:

  • Coordinating the scheduling of radiology scan requests, prioritizing tasks, and accurately monitoring breach dates while booking complex imaging procedures in accordance with established targets.
  • Collaborating closely with clinicians, clinical leads, and management to ensure the effective delivery of diagnostic pathways.
  • Demonstrating a comprehensive understanding of diagnostic appointment scheduling templates, as well as capacity and demand management.

About Our Organization

Liverpool University Hospitals NHS Foundation Trust was established following the merger of two prominent acute Trusts. This merger presents an opportunity to enhance service delivery, ensuring optimal healthcare services for the community and improving patient care quality and health outcomes.

The Trust operates multiple hospitals and serves a diverse population, providing a range of specialized services to a broader catchment area.

Responsibilities Include:

  • Coordinating booking arrangements for all modalities and sites for both routine and complex procedures within radiology, while staying updated on any procedural changes.
  • Inputting patient data and managing patient coordination across various systems, ensuring seamless operation.
  • Keeping Radiologists, Radiographers, and nursing staff informed of scheduled patients and procedures, ensuring that all medical alerts are adequately communicated.
  • Organizing admissions for specialized imaging examinations in collaboration with relevant ward staff.
  • Managing changes to established plans due to cancellations or deferments, ensuring all relevant staff are informed.
  • Providing patients with accurate information regarding medications that may need adjustment prior to examinations, in line with established protocols.
  • Ensuring the distribution of necessary documentation and medical diagnostic agents to patients, accurately recording this information in the Radiology information system.
  • Communicating appointment changes to patients, often at short notice, while maintaining a professional demeanor.
  • Assisting in delivering a pleasant and efficient service, ensuring patients receive a high level of care and support during challenging situations.
  • Liaising with both clinical and non-clinical teams across the Trust and external organizations.
  • Monitoring radiology waiting lists in accordance with imaging pathways and promptly highlighting any breaches to management.
  • Following established policies for patients who do not attend their appointments.
  • Producing and maintaining daily appointment schedules, adjusting as necessary.
  • Supervising other administrative staff as directed by the appointments coordinator.
  • Recognizing and prioritizing urgent requests for patient examinations, bringing them to the attention of relevant staff immediately.
  • Managing the coordination of interpreting services when required.
  • Implementing good housekeeping practices to minimize waste and ensuring timely replenishment of non-clinical supplies.
  • Assisting in arranging appointments for patients involved in clinical trials.
  • Contributing to the development and implementation of departmental policies.
  • Participating in information retrieval for audit and research purposes as directed by senior management.
  • Accurately following departmental policies for recording results for clinical staff review.
  • Creating appointments based on radiologist reports.
  • Notifying clinicians of patients who do not attend or have been rejected for examination.
  • Demonstrating awareness of deadlines and effectively planning and structuring work practices to meet them.
  • Maintaining focus amidst distractions to ensure accurate patient information recording in the Radiology Information System.

For comprehensive details, please refer to the full job description and personal specification.

Required Skills

Essential Skills:

  • Proficient computer skills.
  • Strong communication and interpersonal abilities.
  • Effective prioritization skills.

Qualifications

Essential Qualifications:

  • NVQ Level 3 in Customer Care or equivalent.

Desirable Qualifications:

  • Full NVQ Level 3 in Customer Care with practical experience in applying these skills in a professional setting.

Experience

Desirable Experience:

  • Experience in an office or multidisciplinary environment.
  • Previous experience within the NHS or healthcare sector.

Knowledge

Desirable Knowledge:

  • Familiarity with Patient Administration Systems.

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