Elective Access Officer

The post holder is one of a team responsible for effectively managing the
smooth coordination of the outpatient waiting list service for the Directorate
and ensuring that elective targets in relation to ensuring Outpatient,
Diagnostic and post-operative waiting times are met at both in a consistent
and timely manner.
The post holder will be responsible for the weekly validation of the Trusts’
patient tracking list (PTL) and will inform the Elective Access Team Leader of
any capacity issues identifying patients that cannot be treated within the
Cancer and 18 week Referral to treatment (RTT) targets
All Consultants, clinicians and nurses are required to give a minimum 6
week notice period of any clinic alterations. Ensure that any requests
outside this period are highlighted to the Elective Access Team Leader.
- Keep an accurate record of all Consultants, clinicians and nurses leave

requests and detailed accounts of reasons for clinic cancellations.
- Ensure that any clinic changes are completed and approved via clinic

maintenance pro formas for any changes to clinic templates on the
EPR system.
- This role requires a high level of concentration to be maintained,

precise, analytical, accurate detailed work and regular emotional effort
when initiating and responding to patients on the telephone and via
NetCall.
**Our aim is to make Oxford University Hospitals a place where**:
people are proud and excited to work
teams and individuals are trusted with responsibility and are accountable for what they do
the development and care of our people is recognised as being as important as the care of our patients
The People Strategy describes six key themes for action which we will focus on during the next three years to support and care for our staff, and to strengthen our capabilities as an organisation:
Strategic workforce planning - enabling us to stay ahead, and to make best use of our people and their skills
Compassionate, inclusive and effective leaders and managers at all levels - developing highly visible, capable, positive, confident and enthusiastic leaders who exemplify our values
Great place to work with good morale - making our staff feel proud to work here and feel valued, supported and recognised
Delivering great performance - refreshing our performance management structure so it sets clear, fair expectations
Building skills and capabilities - providing personal and professional development for all staff and creating a more diverse workforce
Our commitment is to continue to listen and evolve our People Strategy in response to our changing context and the pressures we experience.
Ensure accurate and comprehensive patient records and clinical details
including outpatient referrals are added onto EPR in a timely manner,
according to agreed standards, (the Trusts’ Elective Access Policy and
Data Quality).
- Book appointments on EPR as per Trust procedures in line with the

Trusts Elective Access Policy and ensure all referrals are clinically
triaged within 48 hours.
- Ensure that patients on ERS (Electronic Referral System) are given

appointment dates in accordance with clinical priority and length of
wait, and that patients on the ASI list are managed accordingly.
- Ensure that the appropriate action is taken following both patient and

hospital cancellations, such that the utilisation of elective capacity is
maximised.
- Ensure that the patients’ 18 week RTT pathway is correct on EPR

before undertaking any changes.
- Proactively monitor all outpatient clinics and highlight any capacity

issues or potential Cancer or 18 week breaches, where possible
prevent these with the support of the Elective Access Team Leader
- Be responsible for manging designated patient tracking lists (PTL) and

attend weekly PTL meetings with the management teams.
- To ensure all clinician annual leave and changes in outpatient sessions

are accurately recorded on the electronic patient record (EPR) and that
the affected outpatient sessions are proactively maintained such that
maximum waiting times are met and capacity is fully utilised. As such
the post holder will liaise closely with clinicians, managers, nursing and
administrative staff.
- Take a lead to resolve clinic cancellation issues by communicating with

colleagues and arranging cover or alternative clinics where required.
- The post holder is expected to develop an understanding of the Trust

Elective Access Policy and related procedures, and to make a positive
contribution to the ongoing development of elective administration
processes.