Admissions and Booking co-ordinator - Haste

Job description

Job responsibilities

To rotate between appointments and clerical duties providing cross cover within the department Maintain DM01 waiting lists, escalating any related issues to Lead Cardiac Physiologist Deal with patient's enquiries To register the referral and patient details on Cerner ensuring a high level of data accuracy and amending data that is noticed as in accurate e.g. change of patient contact details or surname. To enter referrals ensuring they are entered onto the correct 'waiting time' group in compliance with national operational referral-to treatment (RTT) requirements. To book a patient Admission, Outpatient appointments or investigation with patients wither in person or over the phone in line with the clinician requirements and appropriate timelines. Be responsible for cancelling and re-scheduling patients at the request of the lead Cardiac Physiologists. This will involve making decisions for future bookings for the patient you will need to have an understanding of the department's medical priorities in order to plan these appropriately. Monitor Outpatient clinics / Cath Lab list on a weekly basis to ensure correct utilisation of appointment slots and to liaise with Lead Cardiac Physiologists. Have an up to date and competent understanding of referral-to-treatment (RTT) priorities; this includes waiting times by specialty and policies involving patient choice. Be open to future changes involving the booking of appointments and attend training when necessary. Participate in administration duties which include answering all calls into the department, from patients who may wish to reschedule or book their appointments, dealing with cancellation e-mails and post. Provide cover for colleagues during annual leave, sickness and busy periods and work as a Team. You may also be required to undertake job rotation for cross cover as well as for development and training purposes Be fully competent in the features of the hospital's Cerner and undergo further training when systems are updated and as the job requires. Pulling referrals and patient notes in preparation for the days clinics Sending appointment letters to ensure that patients are aware of their appointment dates and results to requesters via secure email/ post Ensure that patients are aware of their appointment dates and all relevant information Fully utilise all capacity and maintaining a list of patients who are fit, willing and able to come in at short notice Regularly informing the Lead cardiac Physiologists and flagging as a matter of urgency any issues. For example; capacity or delays due to internal or external factors, difficult queries from patients, etc. As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. To undertake any other duties not specified within the job description as determined by the Lead Cardiac Physiologists. To be responsible for maintaining good telephone relationships / standards when dealing with telephone enquiries and ensuring appropriate action is taken Maintain Cerner in relation to appointment making, alterations and queries Provide and maintain sound filing system Prepare the office/ reception area for the following day, turning on/ off computers. IT skills to include accurate data entry on Cerner system, booking appointments. Display excellent communication skills, act in a professional manner with sensitivity and discretion both in person and on the telephone. Undertaking routine office duties including electronic note tracking, photocopying, faxing, filing of correspondence Assist in the training and induction for new and existing colleagues Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate Liaise with relevant team members to ensure that any process changes run smoothly and efficiently. To work with the Medical Secretaries as appropriate Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

Person Specification

Qualifications

• NVQ Level 4 or equivalent level of knowledge and experience
• GCSE (or equivalent) English Language grade C or above

Knowledge and Experience

• An ability to effectively implement, and reinforce where necessary, Trust and departmental policies, protocols and procedures
• Previous experience of dealing with the general-public
• Experience of working in a busy office environment with clinical teams
• An ability to provide non-clinical advice and information to others, as required, e.g. colleagues, patients and their families.

• Minimum of 1 year administration experience, ideally within a hospital setting
• Knowledge of Cerner I eRS systems, ICE and other software associated with clinic administration

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.

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.

Employer details

Employer name

Royal Surrey NHS Foundation Trust

Address

Haslemere Hospital

Church Lane

Haslemere

GU27 2BJ

United Kingdom

Employer's website

https://www.royalsurrey.nhs.uk/