Special Care Paediatric Dentistry Co-Ordinator

2 weeks ago

Pontypridd, United Kingdom Cwm Taf Morgannwg University Health Board Full time

Job summary

The post holder will work across the Salaried Dental Services and Dental Hospital departments to provide a comprehensive, confidential and high-quality administrative function to these teams. This post will be accountable to and provide support to separate teams within Primary and Secondary dental services.

The post holder will be key in managing cross-departmental clinical activity including arranging appointments, managing waiting lists, collation and management of patient records, liaison with patients and families, liaison with clinical teams and general administrative duties such as typing, photocopying, filing and the organisation of post. The post holder will also have responsibility for the management and maintenance of data within the service, ensuring that is accurate, validated and up-to-date.

Main duties of the job

Manage clinic co-ordination including booking appointments/assessments in line with departmental requirements and maintain an up-to-date and accurate patient records across Primary Care and Secondary Care patient record keeping systems, supporting patients through the clinical pathway.

Work as part of a multi-disciplinary team to deliver a high-quality service for patients.

Have oversight of waiting lists, ensuring that as far as possible, patients are booked in for appointments within Referral to Treatment Times (RTT) targets.

Collate performance information and escalate any capacity issues or exceptions.

Work autonomously with the ability to problem solve and exercise initiative and will be the main point of contact across Primary and Secondary Dental departments for both patients, clinicians and other professionals.

This role will include an element of travel, working across varied community and hospital sites to support administration and/or attendance at meetings.

About us

Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.

We live by our core values:

We listen, learn and improve We treat everyone with respect We all work together as one team

We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.

Job description

Job responsibilities

Salaried Dental Services

Process referrals for the Salaried Dental Service, ensuring information is accurately recorded onto the electronic patient record, informing the relevant professionals involved in the care of the patient of the triage outcome.

Oversight of Salaried Dental Service waiting lists, ensuring that as far as possible patients are booked in for appointments within relevant targets.

Collate data and performance information across Salaried Dental Services, ensuring that data is validated and accurate, escalating any capacity issues or exceptions appropriately to clinical and operational management.

Take responsibility for the arrangement of multi-disciplinary team meetings including diary co-ordination, room booking, minute taking and the collation and dissemination of relevant information to key professionals.

Ensure that best interest meetings for patients receiving treatment under general anaesthetic are organised within the appropriate timescale, ensuring that all patient records across multi-disciplinary teams is collated and shared with relevant stakeholders.

For patients receiving treatment under general anaesthetic, ensure that appropriate preoperative information is collated and shared with the patient or carer as appropriate.

Management of service email inboxes, ensuring timely action of all communication received and appropriately flagging/escalating information to clinical and operational management as appropriate.

Provide a comprehensive secretarial service within Salaried Dental Services including letter writing, diary management, communication with patients etc.

Support contact with patients who have been treated under general anaesthetic following their appointment and escalate any concerns appropriately to the clinical team.

Organising letters to medical and social services teams following assessment and treatment appointments.

Support with the collation and analysis of PROMs and PREMs information and escalate any concerns appropriately to the clinical team.

Secondary Care

Ensure that any patients who are accepted from assessment for treatment under general anaesthetic are appropriately referred and recorded on secondary care patient management systems.

Support with oversight of secondary care waiting lists for theatres, ensuring these are reflective of waiting lists held within the Salaried Dental Services and that patients are treated in line with national targets.

Co-ordinate and deliver administrative functions for the effective delivery of treatment under general anaesthetic including the retrieval, collation and preparation of patient records across sites and timely and accurate record keeping across all relevant Primary Care and Secondary Care patient information/management systems.

Provide reception support and manage the preoperative assessment process for all patients attending for operations, ensuring that appointments are booked efficiently, and clinic lists and hospital notes made available for pre-assessment staff.

Liaise with clinicians to populate theatre lists daily, using initiative to cover any short notice cancellations to ensure appropriate utilisation of clinical time.

Send confirmed General Anaesthesia lists to hospital services and inform them of any changes to the list.

Monitor the cancelled theatre lists and advise the appropriate departments on a daily/weekly basis to comply with national guidelines.

Ensure theatre lists are fully utilised by ensuring all medical staff are available. Inform consultants of any sessions that are not being utilised so that these can be re-allocated to support the achievement of RTT targets.

If medication or injections are required prior to surgery, ensure that appointments are made.

Ensure that beds are booked in the appropriate hospital related to the General Anaesthesia list, if required.

Person Specification

Qualifications/Knowledge

Essential

Educated to Vocational Level 4/ Diploma in a relevant field or able to demonstrate the equivalent level of knowledge, training and experience. Knowledge of a wide range of IT systems Excel, Word, and E-Mail. Knowledge of patient administration systems such as WPAS, Welsh Clinical Portal etc. Knowledge of dental patient pathways. Excellent communication skills when dealing with staff, patients and patient's relatives/support systems. Organisational and administrative skills.

Desirable

In depth knowledge of E-Systems SOE; eDEN; ESR. Good knowledge and understanding of Health Services in Wales. Knowledge of Referral to Treatment Times (RTT).

Experience

Essential

Experience of using patient management information systems TOMS. Experience of working in the NHS Motivated to use initiative to recognise problems and seek solutions whilst understanding the importance of empowering and enabling others (patients, families, colleagues).

Desirable

Understanding of the Community Dental Service Knowledge of Referral to Treatment Times (RTT).

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