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Endoscopy Scheduling Coordinator

2 months ago

Harrow, United Kingdom London North West Healthcare NHS Trust Full time

Job Title: Endoscopy Access Administrator

Job Summary:

We are seeking an experienced and organized Endoscopy Access Administrator to join our team at London North West Healthcare NHS Trust. The successful candidate will be responsible for ensuring that elective theatre lists are compiled and updated on iCS, and will work closely with surgical teams and General Management to ensure smooth operations.

Main Responsibilities:

Booking & Scheduling

  • Compile and update elective theatre lists on iCS, ensuring accuracy and timeliness.
  • Work with surgical teams and General Management to ensure theatre capacity is proactively and efficiently utilized.
  • Book patient appointments, ensuring patients are fully booked on iCS and receive confirmation letters or phone calls as necessary.
  • Lead responsibility for booking procedures, ensuring theatre capacity is utilized effectively.
  • Book HDU and ITU beds according to procedure or surgical team request.
  • Undertake booking of elective admissions for cancer patients, liaising closely with Cancer MDT Co-ordinators to ensure scheduling within cancer pathway targets.
  • Book new appointments for Pre-operative assessment (POA) at least two weeks before surgery, ensuring capacity is utilized effectively.
  • Book Covid swab appointments three days before surgery.
  • Ensure instructions from pre-operative assessment are actioned.
  • Re-book patients in line with 28-day cancellation breach date guidelines if cancelled on the day by hospital.
  • Liaise with other specialties for scheduling of complex multi-surgeon cases.
  • Ensure impact of scheduling utilization and case mix is understood and integrated into capacity planning process.
  • Keep up-to-date account of consultant and team leave, confirming list status six weeks in advance.

Waiting List Management and Validation

  • Proactively manage elective patient pathways to avoid breach targets, taking steps to resolve issues.
  • Understand 18-week referral to treatment (RTT) rules and use them to manage all elective patient journeys.
  • Lead responsibility to identify and report issues compromising delivery of RTT pathway, e.g. lack of capacity for surgery or POA.
  • Understand cancer and diagnostics targets and how they relate to scheduling of patients.

Person Specification:

Education/Qualifications:

Essential Criteria:

  • NVQ 4 in customer care or equivalent qualification or experience.

Knowledge & Experience:

Essential Criteria:

  • Experience in a patient/customer-facing role.
  • NHS experience.
  • Understanding of confidentiality and data protection act.
  • Knowledge of booking patient appointments data recording system.
  • Knowledge of RTT pathways and targets.
  • Accurate data entry and keyboard skills.
  • Knowledge of Microsoft Office.

Skills, Abilities and Attributes:

Essential Criteria:

  • Ability to type to a reasonable speed to achieve at least 30 words per minute.
  • Strong IT skills.
  • Excellent communication and interpersonal skills, including good telephone manner.
  • Ability to prioritize workload and work on own initiative.
  • Excellent organizational and numerical skills.
  • Excellent verbal and written communication skills.
  • Ability to prioritize work and approach new tasks flexibly.
  • Problem-solving skills.
  • Ability to demonstrate polite and sympathetic manner to patients and staff.
  • Ability to work as an effective team member and without supervision as necessary.
  • Ability to prepare clear and accurate information.
  • Ability to work effectively in a stressful and pressurized environment.
  • Attention to detail and accuracy.
  • Good time management skills.
  • Flexible and adaptable, with a positive approach to change.
  • Punctual and well-presented.
  • Able to learn new skills.

HEART VALUES:

Essential Criteria:

  • Demonstrate commitment to Trust HEART values – Honesty, Equity, Accountability, Respect, and Teamwork.