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Radiotherapy Appointments Co-ordinator

4 months ago

Peterborough, United Kingdom North West Anglia NHS Foundation Trust Full time

Job summary

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.

Main duties of the job

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.

You will be rostered into the schedule to cover the Radiotherapy reception desk greeting and checking in our patients, helping with any queries and booking of return transport amongst other tasks.

About us

We are dedicated to fostering diversity and inclusivity within our workforce and warmly welcome applications from individuals of all backgrounds, with a particular emphasis on encouraging those from disabled, Black, Asian and Minority Ethnic (BAME) communities, as well as candidates from our local area.

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 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.

Job description

Job responsibilities

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 referringconsultant on the radiotherapy referral forms to ensure that the patients receivethe 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 theTrust IT system.

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

Schedule patients into the ARIA system for a course of Radiotherapy treatment and other related appointments chemo and surgery regimes, taking accountof other treatment modalities that may impinge on the treatment appointmenttimescale. This requires multiple appointments booking into a complex patientpathway taking into account the various treatment options and routes that apatient 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 patients treatment regimeand are appropriate to consultants workload and link with radiotherapy treatmentappointments 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 anyappointments.

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 reasonswhere 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

Complete any Admin tasks as required using ARiA, managing any queriesreceived via email or telephone or electronic diary page.

Complete and send GP summaries at the completion of every patients course of treatment and upload copies of Radiotherapy related paperwork to the hospital electronic notes system, Evolve.

Person Specification

Education and Qualifications

Essential

Educated to GCSE level or equivalent including Maths and English

Desirable

NVQ/BTEC Level 2 in Business Administration or Customer Services

Experience

Essential

Experience of using MS Office and Excel spreadsheets Extensive knowledge of admin and clerical procedures Previous customer service experience within a busy environment working with the general public (telephone and face to face)

Desirable

Previous clerical experience within the NHS Experience of Medway, ETrack and other NHS IT systems Previous experience of working in a Radiotherapy environment

Key Skills/Abilities

Essential

Working knowledge and understanding of the Data Protection Act Proven good organisational skills Good IT skills: Microsoft package and internet Excellent verbal and written communication skills The ability to provide excellent efficient customer service under significant work pressures and remain calm at all times Ability to work speedily but accurately to a high standard Ability to manage and prioritise own time and workload Ability to work effectively as part of a team Well-developed interpersonal skills - ability to liaise effectively with a wide range of people including medical staff and patients Ability to deal with difficult and distressed patients/carers in a calm manner

Desirable

Working knowledge and understanding of the Data Protection Act Knowledge of cancer patient treatment pathway, and national targets Awareness of a range of clinic and radiotherapy specific treatment terminology

Other

Essential

Ability to sustain substantial periods of concentration whilst inputting data and booking appointments Empathy with cancer patients and carers Willing to take on new tasks and learn new skills Ability to be flexible towards role requirements Ability to keep information confidentia