About this role
Job summary
Ophthalmology currently have a vacancy for a Surgery Booking Coordinator at Ashford Hospital to support the current established team.
The Surgery Booking Coordinator will act as an essential point of contact for all patients wait listed for a surgical procedure. In this role you will have a vital role in ensuring patients are booked in line with the Trust's Joint Access policy. If you have excellent communication and IT skills, you are not phased dealing with patients who may be anxious and have many queries, then please apply or contact me directly if you wish for further information regarding the role.
For an informal enquiries/visit please contact: Isha Minhas
01784 884098
Main duties of the job
Responsible for contacting patients, using strong persuasive and negotiation skills to agree on suitable admission dates in line with the Access Policy.
Manages pre-assessment bookings and monitors outcomes from clinical teams to ensure patients are scheduled for surgery in priority and chronological order.
Provides clear, accurate, and supportive communication to patients preparing for surgery, ensuring they are well-informed throughout the process.
Confident in liaising with theatre teams and surgeons, effectively managing queries and maintaining smooth coordination across departments.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust is the largest provider of acute hospital services to Surrey residents, serving a population of 410,00 people and employing approximately 4,800 staff.
Our vision is to provide an outstanding experience and best outcomes for patients and the team. We are committed to providing continuous professional development and flexibility to deliver our workforce plan.
We are part of a collaborative Group with the Royal Surrey NHS Foundation Trust. As part of this partnership, colleagues may occasionally work across both organisations to support shared services, development opportunities and patient care.
St Peter's Hospital delivers complex medical and surgical care, maternity and emergency services. Day and orthopaedic surgery, ophthalmology and outpatient services are delivered at Ashford Hospital. Additional services are delivered at Woking Community Hospital.
Our Values provide us with the behaviours we respect and can commit to. By living our values through our everyday interactions, we can build a stronger, more resilient, and forward- thinking organisation, guiding us to achieve success and make a positive impact on how we deliver our services.
We can offer you the full range of NHS benefits and discounts.
Please note that adverts may close early, so early application is encouraged.
For more information about careers at ASPH please visit:www.asph-careers.org
Job description Job responsibilities
Organisational Management
1. The post holder will manage elective Booking for Consultants and Registrars working to clearly defined policies.
2. To be responsible for managing the patient waiting lists ensuring patients are dated within their waiting time breach dates.
3. To be responsible for organising operation dates with patients in strict order of the waiting list, taking into account case mi, instrument availability, age medication, surgeon etc.
4. To be responsible for managing the rebooking of patients if there are cancelled operations ensuring the relevant Trust policies are followed when re-booking patients (for example28 day rule).
5. In addition to own workload the post holder will be expected to provide cover for colleagues in the office during annual leave, sick leave and during busy periods where there is an imbalance of work.
Communication
1. Be responsible for contacting patients using persuasive and negotiating skills in agreeing a date for admission in accordance with the Patient Choice Policy.
2. Be responsible for providing excellent communication and information for patients coming in for surgery. Responsible for generating correct letters to patients explaining details of correct feeding instructions, information regarding medication, transport and sending appropriate information leaflets.
3. Liaise with the pre-assessment booking team to ensure pre-assessment appointments for patients booked in a timely fashion, so as not to delay surgery. Acting upon the outcome of the pre-assessment if patient deemed unfit to proceed.
4. Be responsible for all correspondence with patients, all telephone and face to face enquiries from patients and relatives using tact and diplomacy; analyse and resolve patient problems.
5. The post holder must be prepared to telephone patients/consultants about contentious issues, such as operations cancelled, re-arranging lists due to beds not available or breach issues.
Management of Information
1. The post holder must be fully conversant and competent in the features of patients administration system (PAS), and ClickView which supports all aspects of the management of the waiting lists.
2. The post holder must be conversant with government NHS guidelines and Trust Policy in all aspects of waiting list management.
3. Be responsible for data entry of TCI forms onto the PAS system within 3 working days of receipt.
4. Be responsible for intended procedure codes to be correctly entered onto the PAS system.
5. Be responsible for all relevant patient information, clinical and non-clinical to be recorded correctly onto the PAS system and to seek advice and information when this is not evident.
6. Be responsible for the quality and integrity of information concerning patients kept on PAS and all other patient information systems.
Person Specification
Knowledge Essential
Excellent communication skills, with confidence in dealing with patients, clinicians, and multidisciplinary teams Understanding of patient confidentiality and data protection requirements Ability to work both independently and as part of a team
Desirable
Previous NHS Experience Excellent IT skills
Qualifications Essential
GCSE IT Skills
Desirable
Honest & Reliable
Qualifications Essential
Previous administrative experience, ideally within a healthcare or NHS setting Excellent communication skills, with confidence in dealing with patients, clinicians, and multidisciplinary teams
Desirable
Previous experience working within Ophthalmology or a surgical specialty Awareness of pre-assessment processes and surgical pathways (RTT Pathways)
Knowledge Essential
Knowledge of NHS 18 weeks Pathway
Desirable
Open to learning in fast-paced environment
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 Ashford & St. Peter's Hospitals NHS Foundation Trust
Address Ashford Hospital
London Road
Ashford
TW15 3AA
United Kingdom
Employer's website https://www.ashfordstpeters.nhs.uk/ (Opens in a new tab)