Scheduling Performance Officer

2 months ago

London, United Kingdom Chelsea and Westminster Hospital NHS Foundation Trust Full time

Job summary

Scheduling Performance Officer, Band 5

Site: Chelsea London or Isleworth

An enthusiastic and experienced individual is needed for the post of Scheduling Performance Officer, which is a unique and exciting chance to work within our Theatre scheduling department as part of our planned care division.

PLEASE NOTE ADVERT WILL CLOSE ONCE SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED

Main duties of the job

This postholder will work as part of the inpatient scheduling team, with a focus on ensuring that our inpatient waiting list and patient systems are up to date and accurate. The role will be essential in ensuring that patients who are listed for surgery are managed through the systems on the correct pathway and treated in a timely manner.

The postholder is expected to have a good understanding of elective access targets and be able to train others, both clinical and non-clinical, regarding elective access rules and NHS targets, ensuring that everyone has received enough training and has a core understanding of how to apply the elective access policy within their role.

A solid understanding of trust systems is essential for the successful candidate, as they will also be responsible for data cleansing and making sure all patient pathways are accurate and correct for reporting.

About us

Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.

Our nearly 7,500 staff care for a diverse population of million, providing full clinical services, including maternity, A&E, and children's services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.

We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.

We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.

The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. If you haven't heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.

Some roles may require weekend shifts at multiple sites.

Job description

Job responsibilities

Key responsibilities

1. Operational management

To manage and oversee the inpatient waiting list, ensuring that it is kept accurate and up to date. To work with the scheduling team to ensure all members of the team are trained and confident in the application of the Elective Access policy Understand training gaps with the clinical and non-clinical workforce in the management of adding or removing patients from the inpatient waiting list or application of the Elective Access Policy, and proactively seek to address them. Management, monitoring, and validation of the inpatient waiting list in order to achieve local/national performance targets, improve the quality of patient care, and ensure patients are dated for their surgery in clinical and chronological priority. Participate/undertake in the management of projects related to patient pathway systems to develop and promote good data capture and patient management. To provide ad-hoc reports as requested by the directorate teams. To represent the scheduling team at the relevant directorate meetings and work alongside the Trusts Performance team Provide regular reports on progress, showing achievements in service improvements, training statistics, waiting list KPIs, and the impact on patient care. Promote the concept of quality within the trust. This includes ensuring data quality is of the highest standard and working with the service manager for scheduling. To act as a resource to the management team in terms of provision and analysis of information, facilitating the evaluation of clinical practice and activity performance. Provide support on projects as required and perform data audits as required. Compile data for external accreditation audits on a regular basis as necessary. Monitor and act on trust reports related to the validity of the Inpatient Waiting List (IPWL). To highlight to consultant medical staff areas of concern regarding scheduling and take measures to rectify any issues To provide advice and support in data collection and data input to ensure high-quality data is achieved and maintained. The postholder will be required to support junior staff within the department and to provide training to the scheduling team on how to correctly administer within Cerner and on application of the Elective Access Policy. The postholder will be required to teach other staff members in the trust the principles of managing an accurate and clean waiting list. The postholder will be expected to produce and maintain a comprehensive guide to their role to ensure others can cover in their absence. Data quality Ensure that every patient that moves onto the Inpatient Waiting List (IPWL) does so on the right pathway. Manage the validity and accuracy of the IPWL. Promote data quality improvement within the inpatient scheduling team and with all clinicians who list patients for surgery. Under the direction of the service manager for scheduling, take the lead in ensuring the scheduling team maintains a high level of data quality. To be a point of contact and to provide support in managing the IPWL and how to correct any errors identified To ensure that compulsory local and nationally required data is completed and submitted. To use multiple clinical information systems and databases to understand and coordinate To ensure that management and clinical staff (as appropriate) are aware of key dates in the patient pathway, that they are aware of potential delays or breaches of key milestones. To prepare data reports and feedback regular reports on potential breaches as required. Patient pathway management Ensure that every patient that moves onto the Inpatient Waiting List (IPWL) does so on the right pathway and is correctly managed throughout their scheduling patient pathway. Ensure the appropriate correspondences are sent out accordingly and within timescales for the efficient management of clinical pathways. Help develop and implement processes that will ensure the accuracy and validity of systems and processes linked to scheduling and the IPWL. To monitor and escalate performance issues where appropriate To escalate problems with capacity with relevant staff and work with colleagues to implement solutions to capacity issues. To highlight any bottlenecks within the process, communicating regularly with management and where possible suggesting and implementing solutions. To be aware of NHS waiting time targets and alert the relevant manager of any potential breaches of the targets. Financial Work with the service manager for scheduling to ensure accurate information and budget management to support the directorate business plan. General Agree annual objectives and a PDP. In the absence of the Service Manager for Scheduling, ensure that agreed vital tasks are covered. To provide cross-coverage where appropriate for other members of the team and perform any other duties that may arise, to be mutually agreed with the service manager for scheduling.

PLEASE SEE JOB DESCRIPTION AND PERSON SPECIFICATION FOR FULL DUTIES AND REQUIREMENTS FOR THE POST.

Person Specification

Education and qualifications

Essential

Educated to GCSE Level or equivalent Minimum C grade in Mathematics and English A good working knowledge of Microsoft Office software High level of proficiency in computer and information systems

Desirable

ECDL qualification

Experience

Essential

Experience of using hospital information systems to produce and analyse data Experience of training Experience of helping teams prioritise their workloads within a very busy environment Proven track record of working under pressure to strict deadlines Experience of managing elective admissions and waiting list management

Desirable

Knowledge of current issues affecting the delivery of clinical services within an acute teaching hospital Experience of working within a scheduling or NHS admin service Previous work experience in the NHS and dealing with the public

Skills and knowledge

Essential

Advanced Access and Excel report Production Well-developed analytical and problem solving skills Leadership skills with ability to motivate and engage individuals and teams Project management skills Engagement skills with clinical teams to ensure successful delivery of services Ability to manage change effectively and diplomatically Report writing and presentation skills Knowledge of computer systems and information networks Ability to maintain prolonged concentration on a frequent basis in order to meet pressurised deadlines for completing highly complex analysis.

Desirable

An understanding of the Cerner EPR system and its related waiting list functionalities Ability to present complex information verbally in meeting situations with large groups, often where there are barriers to the audience understanding content. Excel and PowerPoint skills

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