Oncology Clinic Coordinator

Our very busy Oncology department is offering the opportunity for an experienced Band 3 Clinic coordinator to provide administrative support to our highly cohesive team.

Previous experience working within the NHS and knowledge of the hospital PAS system is desirable for this role.

We are looking for a patient-centred individual with excellent interpersonal skills. If you are enthusiastic, self-motivated and are ready for a new and exciting challenge, please apply.

The post-holder will be a key member of the Oncology/Spinal Oncology Service Team responsible for ensuring effective liaison between the patient and the multi-disciplinary team. They must be able to organise their own workload on a day to day basis

The post-holder will take the lead on booking all suspected cancer referrals within the government two-week timescale.

Liaising between patients and other health care providers will support the delivery of a booked journey for the patients.

The post-holder will on many occasions be the first contact for a patient or relative after they have been diagnosed with suspected cancer. The patient or relative may be distressed or very emotional.

Training of other staff in the use of the appointment systems will be a key requirement of the post-holder.

Enhanced communication skills are integral to the role.

The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.

Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.

The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.

We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace.

The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.

To find more about our staff benefits, please visit our website.
- To ensure all appointments are processed within two working days of receipt within the Oncology Department.
- To monitor and manage all outstanding outpatient appointment request through the trust patient administration system (PAS) and the outpatient waiting list and escalate any capacity issues immediately to your line manager.
- Implement the policy for patients who do not attend their appointment (DNA).
- Ensure clinics are effectively utilised in discussion with the appropriate clinician and manager and re-book any cancelled slots.
- To cancel and reschedule clinics inline with consultant annual leave.
- To ensure all cancer target patients appointment’s and investigations are booked within 10 days of request and escalated if needed.
- To attend MDT’s to support the process of booking appointments and investigations.
- To attend weekly cancer PTL meetings to action any appointment’s or imaging request urgently.
- Liaise and support the Medical Secretaries, Clinicians and other members of the Oncology Team, to ensure that patients appointments are booked within the requested time frame.
- Ensure all patients appointments are being booked in
- Exchange information with patients and staff for appointments verbally, in written format etc and pass on medical information as required.
- Ensure the pathway for all outpatient’s attendances within the Oncology Service meets the booked admissions criteria.
- Exercise judgement when dealing with patient’s enquiries, analyse and resolve patient and staff problems.
- Liaise with external departments regarding the availability of diagnostic scan slots ensuring that capacity is optimized both at the ROH and local University Hospital. Liaise with staff as required to manage the capacity appropriately. Fill cancellation slots with other patients, ensure notes are ready for scans.
- Maintain data held on the Oncology/Spinal Oncology database by adding new referrals and updating existing patient’s details when information is received and booking CT and MRI scans and liaising with patients.
- Update EBS categories for DoH and audit on Oncology Database and PAS.
- Train and support other staff within the Oncology Department to ensure targets around outpatient waiting times are met.
- To take responsibility for booking all appointments, including opinion cases, virtual clinics and outreach clinics and to keep check on clinics so they do not become over/under booked and advise Consultants or Senior Nurse of any