Radiotherapy Appointments Co-ordinator

As a valued member of our Radiotherapy Admin team, you'll play a pivotal role in ensuring smooth patient experiences. Your responsibilities will include booking patients for treatments and relevant appointments, as well as providing reception desk coverage to welcome and assist patients.

You'll take charge of scheduling all patient appointments, from pre-treatment to post-treatment reviews with Radiographers and Consultants. This involves managing complex patient pathways, considering various treatment options, and adhering to strict targets and guidelines.

Utilising the Oncology Management System (ARIA) and other Trust IT systems will be essential in your daily tasks. Additionally, you'll undergo comprehensive training on the Radiotherapy treatment and Scheduling Process, gaining proficiency in radiotherapy treatment and related software programs.

In times of staffing shortage, you'll step up to cover the Radiotherapy reception area as outlined in our Business Continuity Plan for Haematology & Oncology Reception areas to ensure continuity of care for our patients and maintaining our commitment to excellence in healthcare delivery.

As part of our commitment to supporting our employees we offer a range of benefits including:
Generous annual leave entitlement starting at 27 days and increasing to 29 days after five years of service and 33 days after 10 years of service, in addition to the national Bank Holidays (pro-rata for part time staff);
**Membership of the NHS Pension Scheme**:
Flexible working opportunities;
Enhanced hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
Opportunities for career development and training to help you progress in your role;
Wellbeing support and activities to promote a healthy work environment;
Access to our in-house physiotherapy service;
On-site canteens offering subsidised meals;
Subsidised staff parking (currently free);
Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

We strive to create a supportive and inclusive workplace where employees feel valued and empowered to excel in their roles. Join us and become part of a team dedicated to making a positive difference in our community.

Receive all requests for radiotherapy treatment (referral and consent forms, histology and clinic letters) and requests for transport and/or interpreters and record the information on the database and scan the relevant documents into ARiA.

Register patients on ARIA and Medway if not already registered.

Ensure patient hospital event packs are tracked appropriately, if needed to be retained by the department and are available for submission with the radiotherapy referral forms.

Interpret (analyse and judge) information that is provided by the referring consultant on the radiotherapy referral forms to ensure that the patients receive the correct appointment scheduling regime for their diagnosis.

Interpret the data provided by the referring consultant to ensure that the national and local cancer waiting targets are achieved and record appropriately on the Trust IT system.

Activate any pending radiotherapy referral forms and make appropriate pre-treatment, treatment and review appointments taking into consideration any transport, consultant planning times and patient requests.

Schedule patients into the ARIA system for a course of Radiotherapy treatment and other related appointments e.g. chemo and surgery regimes, taking account of other treatment modalities that may impinge on the treatment appointment timescale. This requires multiple appointments booking into a complex patient pathway taking into account the various treatment options and routes that a patient may require, to achieve the desired outcome.

Schedule patients into radiographer and/or consultants’ review/ follow up clinics ensuring that these are at the correct point during the patient’s treatment regime and are appropriate to consultant’s workload and link with radiotherapy treatment appointments times and action any requests as required post review.

Ensure that the treatment units and pre-treatment areas are booked to maximum capacity.

Identify and resolve any scheduling conflicts and problems liaising with

consultants, treatment machine radiographers and managers to book/rebook any appointments.

Ensure that all palliative and radical appointments are made within the correct waiting times and highlight any breaches to the Admin Manager and/or

Radiotherapy Manager whilst entering the correct waiting codes and reasons where appropriate.

Book any interpreters needed for specific appointments.

Contact patient or appropriate hospital/ hospice by telephone and confirm by letter to advise of details of appointments and transport arrangements.

Check for information that may be requested by the consultant on the referral form.

Request any scans (reports and images)/ notes/ letters from relevant hospitals/departments as appropriate and record the details