About this role
Job summary
Are you someone who thrives on detail, enjoys working with data, and wants to make a real difference to patient care? Were looking for a proactive and organised individual to join our team as a Waiting List Co-ordinator within the Family Health Team.
This is a full-time position, and candidates would be required to work 37.5 hours a week, Monday to Friday. Applicants will be required to work at Kidderminster Hospital and Worcester Royal Hospital cross site cover. We also offer some flexibility with home working for a limited number of days per week.
You would be joining a dynamic Gynaecology service that spans multiple sites across the county. Our service offers a wide range of specialist clinics with colleagues that deliver compassionate, patient-centred care that meets national and international standards.
If you are confident working with reporting systems, databases and excel. You'll need to be self-motivated, highly organised, and able to prioritise competing demands while maintaining accuracy under pressure.
In addition to validating RTT data and supporting breach prevention, this role will also involve identifying and working with the wider team to provide additional capacity such as recommending extra clinics to reduce waiting times.
For an informal discussion about the role, please contact Lara Di Placido for more information.
Main duties of the job
Please see the job description and person specification for further information on this current vacancy.
About us
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
DBS Checks and Costs
Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.
Job description Job responsibilities
General Duties:
Listen and advise on patient queries regarding appointments.
Ensure patients receive the correct instructions and correspondence related to their specific procedure.
To receive new referrals for procedures (repeats and first time referrals) and ensure they are added to the waiting list within agreed timescales.
To book patients for appointments in a professional and timely manner.
Administer booking process for elective/surveillance admissions, generating patient letters and notifying non-responders of their removal from waiting lists.Notify Consultant secretaries/GPs of non-responders for further action.
Maintenance of Patient Administration System (Oasis) records and the scheduling records to ensure a full audit trail is available for each patient.
To ensure that confirmed bookings are added to OASIS, the scheduling system and the reporting system.
To record any offers or decline dates for procedures on OASIS.In particular recording information to assist with diagnostic and 18 week targets.
To organise and send the necessary correspondence and/or documentation.This will involve using the Patient Administration System (Oasis).
To monitor and action Patient Tracking Lists (PTLs), informing the Directorate Support Manager/Directorate Manager of any potential breaches as soon as possible.
To receive and action requests to cancel or reduce clinic sessions.Input these details onto the scheduling system to ensure that no patients are booked onto unstaffed sessions.
To search for the next available booking slot to ensure that patients are offered the earliest possible date within the maximum waiting time, according to the booking rules and priority category.
To ensure that the Directorate Support Manager is informed well in advance if the waiting time is likely to go over the maximum wait or if cancelling a session will lead to a waiting time breach.
To manage and administer the waiting lists for the Urodynamic and Pessary service, selecting, sending for and booking patients in chronological order and according to prioritisation. The waiting list must be kept accurate and up to date at all time.
To reschedule or cancel admissions at the patient or hospitals request, ensuring that OASIS, the scheduling system are kept up to date.
Confirm cancellations and rescheduled dates in writing to the patients.
To check all patient details are correctly maintained on the PAS when negotiating TCIs with patients.Register new patients as required.
To ensure that all sessions are appropriately filled with patients according to the agreed booking rules and ensuring that cancellations are re-filled.
To ensure all short notice vacant slots are filled. To collect any DNAs from the department each day and take appropriate action, such as re-booking with patients over the phone or sending standardised removal from the waiting list letters
Identify and inform the Directorate Support Manager of problems with planning and procedural processes which may affect the smooth running of the department.
Assist other members of the booking team as and when required.
Ensure that the team is able to cover the bookings in the absence of the post holder.
To undertake medical audio/copy typing including outpatient letters to GPs, discharge summaries and other official correspondence. To use own initiative to ensure that necessary investigations, procedures or further appointments referred to in correspondence have been actioned.
Other general administration duties undertaken in the booking offices.
Person Specification
Qualifications Essential
GCSE/CSE A-C Grade in English & Maths
Other job requirements Essential
Handles high pressured situations with composure and maintains a positive attitude. Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds. Must always maintain confidentiality when handling sensitive information and patient data.
Experience Essential
Previous administrative, secretarial, or clerical experience
Desirable
Experience of working within Obstetrics & Gynaecology. Understanding of NHS reporting requirements i.e..18 weeks RTT.
Personal Qualities Essential
Able to work collaboratively as part of a team. Always demonstrates a high level of professionalism. Compassionate when dealing with patients and their families. Adaptable and flexible to everchanging situations.
Desirable
Capable of working independently, taking initiative to handle tasks proactively
Personal Qualities Essential
Able to work collaboratively as part of a team. Always demonstrates a high level of professionalism. Compassionate when dealing with patients and their families. Adaptable and flexible to everchanging situations.
Desirable
Capable of working independently, taking initiative to handle tasks proactively
Skills/Knowledge Essential
Understanding and working knowledge of Microsoft Office Packages and IT systems. Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties. Excellent verbal and written communication skills. Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities. Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively.
Desirable
Knowledge or familiarity with key NHS systems i.e., PAS, Bluespier, CLIP. Awareness of good Health & Safety Protocols. Experience in word processing, audio, copy typing skills
Trust Values and Behaviours Essential
Able to demonstrate our Trust values and behaviours: - Being open and honest we all communicate clearly and honestly, asking for help when we need it, and making it easier for the people around us to share ideas and concerns. Ensuring people feel cared for we all take responsibility for actively supporting and nurturing a kind and compassionate environment for ourselves and others. Showing respect for everyone we all act with consideration and fairness, valuing each other as individuals and appreciating our different perspectives.
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 Worcestershire Acute Hospitals NHS Trust
Address Charles Hastings Way
Worcester
Worcestershire
WR5 1DD
United Kingdom
Employer's website https://www.worcsacute.nhs.uk/ (Opens in a new tab)