Endoscopy Booking Officer

Booking officer

The administration Officer will play an active role in the achieving the smooth day to day running of the busy Endoscopy Unit. The post holder will work closely with administrative and clinical colleagues in ensuring that all tasks follow agreed protocols and are completed to a high standard. The post holder will be required to understand all aspects of the administration service and rotate between the different administration areas including booking and reception.

We are looking for an enthusiastic and well-organized administrator to join our busy Endoscopy Department at PRUH. You will be responsible for providing an effective service within the Endoscopy team, dealing directly with patients in the Department and over the phone.

This post offers an excellent opportunity for an enthusiastic and conscientious individual to be a part of a busy team. The work involves managing outpatient appointments for patients, dealing with referrals from wards, together with incoming queries and day-to-day administrative duties.

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

To follow agreed protocols and practice in relation to all aspects of patient administration.

To ensure all patient demographic details (address, postcode, GP & Ethnic group) are checked and any amendments/ corrections are carried out in an accurate and timely fashion.

To ensure that the data input to the hospital IT systems -PIMS and Endovault meets the required standards of data quality, accuracy and timeliness.

To receive and process all referrals via the electronic referral system, letter or scan accurately and in a timely fashion.

To ensure that all referrals are screened by clinical staff, as required.

To register all patients new to the hospital on PIMS.

To add all referrals to the waiting list according to the agreed timeframes, recording the correct consultant and speciality against the record on PIMS.

To maintain an audit trail for all referrals entering the department. To ensure that standards are met for patients receiving notification or acknowledgement of their appointment.

To liaise with ward staff and clinical teams to agree dates and times of inpatient appointments.

To liaise with outpatients via telephone calls, letters or through their visits to the department ensuring that they are given the opportunity to ‘book’ or choose their appointment date and time.

To ensure all appointment dates and times are recorded on PIMS.

To achieve all appointment administration in a prompt and timely fashion.

To ensure that patients receive all necessary information regarding their investigations.

To book interpreters as required.

To follow agreed protocols when patients do not attend their appointment or do not contact the department to arrange an appointment, ensuring the correct clinical staff are informed.

To answer telephone queries from patients and their relatives, clinical and administrative staff, reassuring patients in a tactful manner and taking appropriate action as required.

To manage the lists and appointment schedules in conjunction with the administration supervisor, service delivery manager and clinical staff, ensuring that the case mix and numbers are appropriate and workable for each list.

To ensure the endoscopy mailboxes are checked regularly and queries dealt with within a timely manner.

To understand the waiting time targets and report recognised potential breaches to the administration office manager and service delivery manager. This includes two week wait and same day cancellations.

To print and distribute appointment lists as required.