About this role
Job summary
To provide a comprehensive, high quality and efficient administrative and surgical scheduling service to the consultants and medical staff in the ENT Department, and wider CBU when cross cover is required.
To ensure patients receive their surgical intervention in a timely manner according
to clinical need and Trust priorities. This role primarily is to support the ENT Department, however as a wider CBU team, we expect staff to cross cover theatre bookers in another specialty within the CBU to cover leave and build resilience.
Main duties of the job
To ensure provision of a comprehensive, high quality and efficient theatre scheduling service to the Consultant Surgeons.
As directed by the senior booking coordinator, to manage own day-to-day workload, ensuring that priorities are identified and dealt with and that problems are resolved as quickly as possible.
About us
Priority will be given to colleagues identified as at risk through the Trust's redeployment process.
Job description Job responsibilities
To add patients to the Trust inpatient waiting list, assigning the correct priority as determined by the clinician, with correct procedure type and ensuring pre-operative questionnaires are sent to the patient.
To select book patients according to clinical priority and ensuring they are booked to most appropriate clinician, according to the departments booking guidance. All key information must be recorded on the Trusts theatre scheduling software.
To contact patients informing them of suitable procedure dates, and directing patients to the relevant clinical team if further clinical information is required.
To ensure that patients receive their surgical intervention within appropriate times scales according to clinical need and trust priority, and ensuring that preoperative assessments are booked in advance of surgery.
As part of the booking information, all instructions provided by the clinicians must be adhered to, identifying high risk patients, those who need overnight stays, specialist equipment, or high dependency beds.
To ensure that you book according to the specialist equipment available and casemix restrictions in certain theatres, as per the department guidelines.
To work as part of a team ensuring that adequate arrangements for cover are in place for own planned absence and there is full participation in cover for colleagues during planned absence, sickness or workload pressures.
To act as point of contact in dealing with complex telephone calls and enquiries regarding appointment/theatre scheduling promptly and efficiently, referring on as necessary.
Preparation of information for the senior booking coordinator in advance of theatre scheduling meetings regarding equipment requirements/special requests for any lists within speciality.
To develop and maintain a robust system for dealing with priorities within the Theatres and Elective RTT ensuring these are dealt with appropriately and in a timely manner.
Validation of the waiting lists, including applying Trust access policy, national RTT guidance and patient choice guidance.
Working with Secretaries, Pathway Coordinator and Rota Coordinator to manage Consultants activities and leave.
Close liaison with Consultant, General Practitioner and other Health Professionals.
Prioritise and allocate work resulting from opening and actioning of mail/emails.
To work as part of a team of theatre bookers in providing cross cover for colleagues in the wider CBU.
Attend weekly waiting list meetings with Service Managers to provide assurance of appropriate booking and maximum theatre utilisation through effective scheduling and in accordance with the Trusts Theatre 6-4-2 scheduling policy.
Telephone management in close liaison with consultant of calls from patients and relatives of a sensitive, complex and confidential nature.
Inform the relevant manager of any problems which may influence the smooth running of the theatre lists, or ability to book to maximum capacity.
Assist in the complaints resolution procedure as appropriate.
To work to and promote good working practice, ensuring standard protocols are followed.
To update the system in line with policy and procedure, ensuring data is available well in advance of surgical dates.
Ensuring the rapid relisting of patients as require.
Ensuring that patients are always shown care and compassion, and that they are provided with accurate waiting times upon inquiring.
Administration Patient Records
The post holder is required to maintain both paper and computerised records in accordance with Trust standards.
Ensure that data entered onto any local systems is complete and accurate.
Ensure patients receive accurate information using the careflow/e-Track and Ultramed systems
Work within guidelines relating to data protection and confidentiality
Deal with any problems in a constructive manner, communication with relevant staff as necessary.
Responsible for patient tracking and validation of patient pathways against National and Local targets.
Attending MDT meetings when needed.
Recourse Management/Training
To participate in the Trusts mandatory training programme, (manual handling, fire training, and health and safety)
To maintain skills, as agreed in annual appraisal and outlined in the personal development plan.
To participate in the departments training programme, to assist and maintain skills.
To be aware of issues or concerns regarding the use of equipment and resources and notify relevant person
To be responsible for the safe and effective maintenance of equipment relevant to the area of work, and report faults to relevant persons / departments.
Person Specification
essential Essential
Good general education, preferably English Language to GCSE (or equivalent). NVQ 2 in Business and Administration or equivalent experience Previous administrative experience Good written and verbal communication Ability to adhere to policies and procedures Competent in using MS Office including Excel spreadsheets Flexible and responsive to change Able to work independently or as part of a team (including cross cover for theatre bookers in the wider CBU when required). Ability to work with confidential and sensitive information
Desirable
Experience of using Careflow (Patient Administration System) powerBI, ultramed, e-track, Evolve, Epro, Anglia ICE and Somerset Experience of working in the NHS Understanding of Medical terminology
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name North West Anglia NHS Foundation Trust
Address Peterborough City Hospital
Peterborough
PE3 9GZ
United Kingdom
Employer's website https://www.nwangliaft.nhs.uk/ (Opens in a new tab)