About this role
Job summary
The post holder will work within University Hospitals Bristol and Weston and be responsible to organise inpatient admissions in accordance with the Patient Access Policy, local Referral to Treatment (RTT) guidance, local admission booking procedures and insourcing and outsourcing.
The role of Admissions Booking Coordinator is to manage the running of inpatient and or day case administration services and to resolve escalated issues from staff and/or patients. The role is therefore responsible for setting high standards of patient care by enacting the Trust's values at all times
Main duties of the job
Manage patient communications via telephone and use Trust systems to create letters, emails and text reminders
To monitor, manage and validate active and backlog waiting list data
To coordinate all operating theatre bookings for consultant teams, ensuring theatre sessions are booked in accordance with local policies and ensure the efficient use of theatre and bed capacity
To book admissions and related services (E.g. transport and pre-operative assessment) with patients by telephone in line with the PAP, including informing patients of any changes or cancellations to their appointment and re-book their appointment
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward- thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description Job responsibilities
Communication:
Manage patient communications via telephone and use Trust systems to create letters, emails and text reminders
To answer any escalated queries from the Admissions Booking Team
To liaise with and act as a point of contact for queries from clinical and non-clinical staff
Escalate patient queries, capacity issues and breach details to the roles line manager where necessary
Patient Care:
To show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in an empathetic manner
Organising and Planning:
To assist the Assistant/Deputy Performance and Operations Manager in the achievement of all relevant performance targets relating to inpatient and day case waiting lists, escalating performance issues as appropriate
To monitor, manage and validate active and backlog waiting list data.
To coordinate all operating theatre bookings for consultant teams, ensuring theatre sessions are booked in accordance with local policies and ensure the efficient use of theatre and bed capacity
To ensure investigations into any patient who did not attend (DNA) their admission, cancellations and unconfirmed admissions are carried out and that appropriate action is taken in line with the PAP and admission booking procedures
To initiate appropriate action to address issues to ensure patients do not breach maximum waiting times and ensure patients are given reasonable notice and choice of admission date in line with the PAP
Governance and validation of RTT and performance data via the effective utilization of operational reports
Attend appropriate meetings as required by the roles line manager.
Service Development and Research:
Attend training courses as required to support personal development and the needs of the service Finance and Resources:
Maintain, order and/or receipt stationery and essential items, in line with Trust policies
Information Resources:
To book admissions and related services (E.g. transport and pre-operative assessment) with patients by telephone in line with the PAP, including informing patients of any changes or cancellations to their appointment and re-book their appointment
To record, maintain and update admission information on the Trusts Patient Administration System (PAS)
To register patients onto waiting lists and generate all associated paper work in adherence with the PAP and Trust Admissions Booking Procedures
To analyse, validate and monitor active and backlog waiting lists, contacting patient and GPs by telephone or letter and recording information on the Trusts PAS
To check incoming email inbox(s) on a daily basis to keep up to date with departmental and Trust wide news and information
Other:
To be responsible for the completion of a number of Trust reports
Act with flexibility to utilise skills in other functions if and when appropriate or required by the roles line manager
Maintain confidentiality and discretion and comply with the terms of the Data Protection Act 2018 and local Trust policies at all times
Person Specification
Knowledge and Experience Essential
Experience of dealing with the public, both on the telephone and in person Clerical / administrative experience, including filing and/or reception
Desirable
Experience of using a Patient Administration System Previous NHS experience
Skills and Abilities Essential
Effective and polite manner when dealing with people, both face to face and on the phone Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy Ability to work effectively in a busy team, adjust to change and motivate others Ability to work on your own, using your own initiative, if required Effective organisational skills Good IT skills including Microsoft packages Attention to detail
Desirable
Working knowledge of admission policies and procedures
Qualifications and Training Essential
Educated to GCSE, grade C or above (or equivalent) in English Language and Maths Business and Administration Level 3 NVQ or equivalent experience
Aptitudes Essential
Integrity Good Communication Skills Organisational Skills Sympathetic Attitude
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 University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address Bristol Royal Infirmary
Upper Maudlin Street
Upper Maudlin Street, Bristol
BS2 8HW
Employer's website https://www.uhbw.nhs.uk/ (Opens in a new tab)