About this role
Job summary
We are seeking an enthusiastic and motivated individual to join the Cardiothoracic Surgery team at King's College Hospital NHS Foundation Trust as the Admissions Coordinator.
The post holder will be responsible for the efficient management of inpatient cardiothoracic waiting lists, from the point of referral to the day of operation in compliance with local and national performance targets and best practice, ensuring compliance with RTT waiting time targets. They will work as part of the Cardiothoracic Multidisciplinary Team (MDT) to facilitate the smooth running of the inpatient patient journey, and coordinate the administrative pathway for cardiothoracic surgery patients, ensuring effective cooperation between departments involved in the delivery of care to patients.
Previous applicants need not apply
Main duties of the job
The post holder will be expected to work effectively within the multi-disciplinary team to ensure the provision of a high quality, patient-centred service. Particular emphasis is placed at King's on the need to ensure that all staff recognise their responsibility to deliver services in a high quality, courteous, patient focused manner, and always maintaining patient confidentiality.
The post holder will be required to attend regular department meetings relating to admissions. These include RTT / waiting lists, PTL monitoring and Main Theatre scheduling meetings.
About us
The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job description
Job responsibilities
- To be responsible for the management of the inpatient waiting list for the Cardiothoracic Surgery Consultants.
- To support the validation of waiting lists as required in relation to Trust guidelines ensuring that all patients are fit and still requiring surgery.
- To liaise with the multidisciplinary team in the planning of admissions, ensuring that the patient is provided with appropriate information regarding their admission in a timely manner
- To add patients to day case waiting lists accurately on EPIC in a timely manner, in line with Trust policy.
- Maintain thorough and accurate records of all correspondences with patients throughout their admission process.
- To ensure any patient cancelled on the day of admission/ surgery for non-medical reasons, is reallocated a date for admission within 28 days, escalating any problems or issues to the line manager and/ or the Service Manager/ Cardiovascular Deputy General Manager in a timely manner.
- To identify the needs of patients in conjunction with their admission episode, i.e. language barriers, anxiety, carer/ dependency issues.
- To manage waiting list activity and admission data within the Trust IT system (EPIC) and action/ highlight any errors.
- To validate patient pathways in conjunction with RTT appliance guidelines.
Elective Patient Pathway Administration
- To follow all administrative processes within the elective and emergency Cardiothoracic inpatient pathway to ensure patient pathways are managed efficiently, smoothly and in accordance with national targets and locally agreed timescales.
- To ensure key information is uploaded onto the electronic patient records system (EPIC) so that clinical and administrative teams have site of up to date tests results and future appointments.
- Utilise patient administration systems to understand and coordinate inpatients pathway, ensuring key dates are recorded and updated on a daily basis.
- To ensure that clinical staff and management are aware of key dates in the patient pathway, and that they are aware of potential delays and breaches of key milestones, such as 6 week diagnostic and 18 week waits.
- To arrange elective admissions in accordance with the Trusts waiting list policy, taking into consideration the type of urgency, waiting list status, previous cancellations and special requirements.
- To add patients to theatres schedules accurately onto EPIC in a timely manner, in line with Trust policy.
- Frequently liaise with the Cardiothoracic Consultants/ Registrars regarding the case mix of lists so that they are always utilised to maximum capacity.
- To monitor lists daily and act upon patient cancellations to ensure full usage of the day case theatre lists.
- To ensure that patients are booked into the appropriate pre-assessment appointment service and liaise with the clinical staff as required.
- To identify the needs of patients in conjunction with their admission episode, i.e. language barriers, anxiety, carer / dependency issues.
- To follow procedures for cancelled admissions, ensuring that procedure dates are booked according to the Trusts re-book policy and informing the Assistant Service Manager/ Senior Service Manager of any potential problems.
- In conjunction with the Cardiovascular pathway coordinators, monitor appointment attendance and re-arrange further appointments as required, in line with Trust policies.
- To understand and demonstrate knowledge and ability to manage patients on an 18 week RTT pathway.
Person Specification
Education & Qualifications
Essential
- Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE pass or equivalent standard.
Desirable
- Courses/further study attended to demonstrate evidence of personal development. Diploma level qualification or equivalent experience.
Knowledge & Experience
Essential
- Experience of using MS Office applications, such as Word and Excel to a good standard.
- Experience of managing patient pathway processes and waiting lists effectively.
- Understanding of NHS access standards including RTT and Planned procedures, with experience in an admissions role.
Desirable
- Demonstrable NHS administrative and organisational experience.
- Proficient in the use of all hospital computerised systems, including EPIC and theatre scheduling.
Skills and Competencies
Essential
- Strong communication skills including the ability to relate and communicate with patients and staff at all levels and from different professions.
- Excellent written and verbal communication skills combined with an effective and courteous telephone manner.
- Able to deal with patient complaints and distressed patients in a calm and reassuring manner.
- Ability to work under pressure and exercise judgement when dealing with enquires both internal and external.
- Ability to input and retrieve information on a computerised system, demonstrating high level competency.
- Able to demonstrate knowledge to gather, analyse and report a range of data and information.
- Able to demonstrate using own initiative in a variety of settings.
- Ability to work under pressure within a co-operative multi-disciplinary team based working environment.
- Proven ability to work to deadlines, prioritise and multi-task.
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
King's College Hospital NHS Foundation Trust
Address
King's College Hospital
Denmark Hill
London
SE5 9RS
United Kingdom
Employer's website
https://www.kch.nhs.uk/ (Opens in a new tab)