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Endoscopy Coordinator
3 months ago
Job summary
Be part of the effective and efficient management of the Endoscopy waiting list. This includes monitoring endoscopy lists and ensure fully utilised by coordinating the booking team and admin team focus to ensure all priorities within the daily team plan are carried out regardless of unexpected pressures.
Weekly waiting list reports must be produced to ensure transparency and patient safety.
Meet the needs of the service by coordinating the needs of the service as directed from the Booking and Service leads and in line with this, re-organise work across the admin and booking team to achieve goals.
Main duties of the job
Waiting List Management: assist in the management and delivery of anefficient waiting list service for the endoscopy service, ensuring that all patients are seen within the required timescales and in accordance with Local and National policies. Ensure that comprehensive quality checking processes are put in place to carry out regular, systematic validation of the waiting list via the weekly pivot tables including those patients suspended for clinical and other reasons and for patients that are on the surveillance / screening programmes. Produce timely and accurate audit and activity reports as required for the Management Team regarding waiting times, session utilisation etc.
Supervisory Responsibilities: supervise the admin teamfor endoscopy services ensuring standardised working processes and coordination ofworkload between hospital sites. be responsible for the monitoring and recording of sickness, absence and annual leave (conducting return to work interviews as necessary), ensuring accurate records are maintained in line with Trust Policies and Procedures. Carry out system of annual appraisals for the admin & clerical team, identifying personal development for each member of the admin team and setting objectives and standards as appropriate.
About us
At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.
We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
We recruit for values and "Together we are North Tees & Hartlepool"
Job description
Job responsibilities
Under the direction of the Unit Manager, assist in the management and delivery of an efficient waiting list service for the endoscopy service, ensuring that all patients are seen within the required timescales and in accordance with Local and National policies.
Ensure that comprehensive quality audits and checking processes are carried out regularly, with systematic validation of the waiting list via the weekly pivot tables including those patients suspended for clinical and other reasons and for patients that are on the surveillance / screeningprogrammes.
Oversee the maximum utilisation of all available endoscopy sessions at all times to ensure that all sessions are fully booked wherever possible, ensuring appropriate case mix of patients.
Identify availability of Endoscopists and arrange cover where appropriate to enable planning and organising of the Endoscopy timetable ensuring best use of available resources to meet required demand.
Identify when additional capacity is required to meet waiting list targets and liaise with Unit Manger to ensure additional capacity is organised effectively and in a timely manner with best use of resources.
To ensure that information relating to cancelled procedures is passed to the appropriate team and arrangements made for the procedure to be rescheduled within the necessary timescales.
Attend a weekly waiting list meeting. Produce timely and accurate audit and waiting list reports on a weekly basis for the Management Team regarding waiting times, session utilisation etc. Record minutes and outcomes required from the meeting.
Liaise with Senior Endoscopy Staff (including Clinical Director, Senior Nurse and Senior Managers) to contribute to achieving and maintain compliance with national standards and be responsible for developing action plans where appropriate.
Under the direction of the Unit Manager and Admin Team Leader, supervise the administrative function for endoscopy services ensuring standardising working processes and coordination of workload between hospital sites.
Supervise and deploy staff where and when necessary across sites to meet the continuing and developing needs of the service and escalate issues of concern to Unit Manager / Admin Team Leader.
Be responsible for producing a robust admin staffing rota to ensure that all service requirements are met, escalating any issues to Admin Team Leader for advice and guidance where appropriate.
Under the direction of the Admin Team Leader, be responsible for the monitoring and recording of sickness, absence and annual leave (conducting return to work interviews as necessary), ensuring accurate records are maintained in line with Trust Policies and Procedures and escalating to Admin Team Leader where appropriate for advice/guidance.
Under the direction of the Admin Team Leader, be responsible for the monitoring and recording of mandatory and workplace training and competence issues ensuring accurate records are maintained in line with Trust Policies and Procedures and escalating to Admin Team Leaderwhere appropriate for advice/guidance.
To assist the Admin Team Leader in the maintenance of a system of annual appraisal for the A & C team, identifying personal development for each member of the admin team and setting objectives and standards as appropriate.
Person Specification
Qualifications
Essential
Maths and English GCSE at grade C or above (or equivelant) NVQ level 3 in Business Administration or Customer Service
Desirable
NVQ level 2 in Business Administration or Customer Service
Experience
Essential
Admin experience in a healthcare environment Experience waiting list management Experience working with computerised work systems Knowledge of Medical Terminology Knowledge of TrakCare / hospital systems Experience of supervising/managing/directing/motivating a team. Experience of working to and meeting deadlines and targets.
Desirable
Experience of working within a multi-disciplinary team
Skills
Essential
Good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word, Excel and Outlook. Well developed keyboard skills Ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self-check completed work. Demonstrate excellent written/verbal/listening/reasoning communication skills Excellent organisational / time management skills and be able work under pressure to meet deadlines. Ability to work on own initiative and also to work as part of a team. Willingness to be flexible and to work in other areas throughout the Service and Trust as and when required in accordance with operational service needs
Desirable
Experience of dealing with members of the public Be proactive in contributing to service improvement
Disposition
Essential
Ability to work under pressure/meet tight deadlines whilst delivering high quality work Flexibility - able to cope with different work environments Demonstrate a responsible, dependable and honest character Demonstrate a caring and sympathetic nature. Show a keenness to learn and to apply appropriate working practices Willingness to develop themselves by taking advantage of any appropriate training and development opportunitie