About this role
Job summary
The Access Team are looking to recruit an enthusiastic, self motivated elective Access Co-Ordinator for inpatients. to complement our existing friendly team. Your involvement in our team will help our commitment to delivering maximum theatre utilisation for the division of surgery, by monitoring capacity and demand in conjuction with the Access Team Leader.
You will have good organisational skills and be able to manage your workload effectively. It is essential that you are competent using Careflow. Bluespier and Microsoft office packages.
We require good communication skills and an excellent telephone manner. Professionalism is expected within this role at all times. You will have good command of the English language with the ability to understand and accurately convey verbal and written information.
For further details/informal visits contact :
Mrs J Harris 01922 721172 EXT 6835
Main duties of the job
To work in the Easi-book Team and environment supporting the Access Booking Managerto provide a professional efficient and effective centralised booking service for a variety of theatre schedules and ensuring KPI's are maintained.
Directing Administrators work to ensure effective use of resources and timely booking of theatre lists in line with 6-4-2 booking process.
Coordinate the workload for the wider team. while accepting direction and delegation from Elective Access Booking Manager
Deputise for the Elective Access Booking Manager
Offer divisional support in transformation huddles and work streams.
Responsible for communicating work plan and activities to administrators
Support the review of incidents/complaints relevant to the access booking team, ensuring lessons learnt are embedded. Supporting best practice and quality.
About us
Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.
Job description Job responsibilities
To coordinate the workload for the Access Administrators and Call Centre Operatives
Complete daily reviews of theatre utilisation across the specialities identifying where cases need to be added
To identify daily where capacity cannot be utilised and escalate as appropriate.
Provide rotas for Administrators with the support of Elective Access Booking Manager
Ensure that patients appointments for Pre-assesments are booked
Ensure all My Pre-op Links are sent within the Team
Create reports using IT applications using Microsoft Products..
Ensure all patients are verbally accepted and comments reflected in careFlow
Ensure all validation letters for TCIs are sent out in a timely fashion
Ensure all PL2 patients are dated with timeframe prior to breech date
Ensure all Theatre Actions are completed weekly following on from Theatre Meeting
Ensure all on the day cancellations are dated within 28days
Circulate upcoming procedures for the upcoming 2 weeks to Care Groups and Consultants
Co-ordinating work for Administrators, by monitoring Patient Tracking List (PTL) and long waiter reports to ensure patients are dated and appointed timely and in strict date order under direction of Elective Access Booking Manager
Work with Elective Access Booking Manager to maintain departmental KPIs.
Handling of outgoing post, ensuring that patient appointment letters/TCI letters are posted timely following scheduling or booking of appointment.
Demonstrate own job role tasks to new staff, bank/agency staff and/or students within Easi-book
Contribute to an efficient running of all services related to the job ensuring that confidentiality and data protection adhered to
Have a full working knowledge of the Organisations Patient Management CareFlow, Ultramed, Envoy and skills and knowledge maintained to ensure effective service delivery.
Represent the team for meetings held across the trust, appropriate to banding.
Ensure staff member is allocated to calls daily and calls do not exceed the 10% call abandonment rate
Have an awareness of 18 week RTT and its implications with regards to appointing/cancelling/rescheduling appointment.
Use of email in an effective and professional manner to communicate with departments, clinical and non-clinical colleagues.
Ensure that defective equipment is reported to IT Service Desk
Under take other ad-hoc duties as requested in line with grade of the post.
Attend regular team meetings and contribute in the setting of achievable standards to promote improvements in patient care and service development.
Person Specification
Education Essential
Good Standard level of education (2 GSCE's or equivalent. 1 of which must be English Language)
Desirable
NVQ level 2 in Customer Services or first line management diploma (or equivalent experience)
Experience Essential
Experience co-ordinating complex routine work/activities, often requiring adjustment Experience with dealing with patients or working in a customer focused environment. Experience of using Hospital patient management systems (e.g.Medway)
Desirable
Experience of updating and maintaining Directory of services and e.RS booking system
Skills Essential
Good keyboard, IT and administrative skills Working knowledge for Microsoft office packages (Word, Excel) Ability to use judgment involving facts and situations to resolve issues within service
Desirable
Knowledge of RTT 18 weeks pathway
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Walsall Healthcare NHS Trust
Address Walsall Hospitals NHS Trust
Moat Road
Walsall
WS2 9PS
Employer's website https://walsallhealthcare.nhs.uk (Opens in a new tab)