Job summary
An exciting opportunity has arisen to join the Admissions Team at Liverpool Women's Hospital as an Ambulatory Coordinator.
This is a permanent, full-time post of 37.5 hrs per week.
The post holder will be required to demonstrate excellent communication and interpersonal skills, with the ability to communicate effectively with patients and staff at all levels, including senior managers and clinicians. The role will involve identifying capacity and demand issues within the designated sub-specialty and working collaboratively to support the development and implementation of solutions to address these challenges.
Main duties of the job
To take full responsibility for the management of consultant clinic diaries, utilising a comprehensive understanding of theatre and ambulatory capacity, including the prioritisation of patients in line with waiting time targets and clinical urgency.
To support the Admissions Manager and wider team in the management of complex theatre and ambulatory appointments, including the handling of complaints and PALS enquiries.
To undertake detailed analysis of Patient Tracking List (PTL) data to ensure patients are scheduled appropriately and in the correct order, and to carry out data quality reviews, taking corrective action where required.
To maintain and update clinicians' theatre lists following clinical review, ensuring urgent patients are prioritised and that national and government waiting time targets for routine patients are achieved. To proactively identify and escalate, in a timely manner, any potential risks that may result in breaches of patient waiting time targets.
About us
Liverpool Women's NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm newborns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes usthe specialist health provider of choice in Europe for women, babies and families.
We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.
The Trust is constantly innovating and evolving it's services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.
Check out why Liverpool Women's NHS Foundation Trust is a great place to work using the links below:
Video: https://vimeo.com/556197652
Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Job description
Job responsibilities
To undertake analysis of Patient Tracking List (PTL) data to ensure the appropriate scheduling of patients and clinics in the correct order, carrying out data quality reviews and taking corrective action where required.
To prioritise urgent patients and ensure that national and government waiting time targets for routine patients are met. To identify and escalate promptly any potential conflicts that may result in breaches of patient waiting time targets.
To ensure that all theatre, ambulatory and pre-operative appointment capacity is fully utilised.
To arrange interpreter services where required and maintain accurate records of all such bookings for future reference.
To remain aware of, and respond appropriately to, changes in Trust policies, procedures and operating systems.
To identify the requirement for cover during periods of annual leave and, where necessary, arrange alternative cover or cancel theatre sessions accordingly.
To provide clinicians with details of patients who fail to attend (DNA) or repeatedly cancel appointments, to enable clinical review and consideration of discharge where appropriate.
To demonstrate comprehensive knowledge of theatre scheduling and to liaise effectively to book patients into theatre and ambulatory appointments, including the production of correspondence and the cancellation and rebooking of appointments as required.
To provide advice and information regarding procedures, appointments and clinic arrangements to staff within the division and service.
To manage systems for the accurate filing and retrieval of paper referral information, ensuring records can be accessed promptly when required.
To deal with high volumes of daily enquiries from patients, including those who may be anxious, have language barriers or communication difficulties, as well as enquiries from GPs and Trust staff, in a courteous, professional and empathetic manner.
To ensure referrals are organised for clinical triage in a timely and efficient manner.
In exceptional circumstances, to undertake any other duties commensurate with the post holders grade, experience and job title, as required by the service.
To demonstrate an understanding of Referral to Treatment (RTT) pathways from registration through to treatment and aftercare.
To maintain a professional attitude at all times and act as a role model in the capacity of a senior administrative clerk within the Admissions Department, supporting the training and development of newly recruited staff.
To manage inpatient waiting lists, ensuring bookings are made in a timely and appropriate manner, resolving issues where possible and escalating where necessary.
To ensure appropriate management of patients who do not attend appointments in accordance with the Patient Access Policy.
To be conversant with all functions within the Admissions Department in order to provide effective cover during periods of staff absence.
To ensure that national, Trust and departmental policies and procedures are fully understood and adhered to.
To contribute to the introduction and implementation of new IT systems and other modernisation initiatives.
To contribute to the development, review and implementation of Standard Operating Procedures (SOPs
Job description
Job responsibilities
To undertake analysis of Patient Tracking List (PTL) data to ensure the appropriate scheduling of patients and clinics in the correct order, carrying out data quality reviews and taking corrective action where required.
To prioritise urgent patients and ensure that national and government waiting time targets for routine patients are met. To identify and escalate promptly any potential conflicts that may result in breaches of patient waiting time targets.
To ensure that all theatre, ambulatory and pre-operative appointment capacity is fully utilised.
To arrange interpreter services where required and maintain accurate records of all such bookings for future reference.
To remain aware of, and respond appropriately to, changes in Trust policies, procedures and operating systems.
To identify the requirement for cover during periods of annual leave and, where necessary, arrange alternative cover or cancel theatre sessions accordingly.
To provide clinicians with details of patients who fail to attend (DNA) or repeatedly cancel appointments, to enable clinical review and consideration of discharge where appropriate.
To demonstrate comprehensive knowledge of theatre scheduling and to liaise effectively to book patients into theatre and ambulatory appointments, including the production of correspondence and the cancellation and rebooking of appointments as required.
To provide advice and information regarding procedures, appointments and clinic arrangements to staff within the division and service.
To manage systems for the accurate filing and retrieval of paper referral information, ensuring records can be accessed promptly when required.
To deal with high volumes of daily enquiries from patients, including those who may be anxious, have language barriers or communication difficulties, as well as enquiries from GPs and Trust staff, in a courteous, professional and empathetic manner.
To ensure referrals are organised for clinical triage in a timely and efficient manner.
In exceptional circumstances, to undertake any other duties commensurate with the post holders grade, experience and job title, as required by the service.
To demonstrate an understanding of Referral to Treatment (RTT) pathways from registration through to treatment and aftercare.
To maintain a professional attitude at all times and act as a role model in the capacity of a senior administrative clerk within the Admissions Department, supporting the training and development of newly recruited staff.
To manage inpatient waiting lists, ensuring bookings are made in a timely and appropriate manner, resolving issues where possible and escalating where necessary.
To ensure appropriate management of patients who do not attend appointments in accordance with the Patient Access Policy.
To be conversant with all functions within the Admissions Department in order to provide effective cover during periods of staff absence.
To ensure that national, Trust and departmental policies and procedures are fully understood and adhered to.
To contribute to the introduction and implementation of new IT systems and other modernisation initiatives.
To contribute to the development, review and implementation of Standard Operating Procedures (SOPs
Person Specification
Qualifications & Learning
Essential
- 5 GCSE's or equivalent
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Desirable
- Leadership qualification
- ECDL
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Skills, Knowledge & Aptitudes
Essential
- Knowledge of administrative and management procedures and practices.
- Knowledge of MS Office, Excel and basic keyboard skills
- Excellent communication skills, both verbal and written
- Good communication and interpersonal skills at all levels.
- Ability to work as part of a team
- Knowledge of specialist medical terminology
- An efficient and methodical approach to the maintenance of waiting lists, statistics and admissions diaries.
Desirable
- Experience of Meditech
- Understanding of Trust policies and NHS agenda
- Knowledge of the Trust's rules regarding confidentiality
Personal Attributes
Essential
- Good time management skills
- Good organisational skills
- Able to maintain a professional approach when working under pressure
- Be able to maintain confidentiality
Desirable
- Ability to work flexibly
- Assertive
- Self-motivated and enthusiastic
Person Specification
Qualifications & Learning
Essential
- 5 GCSE's or equivalent
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Desirable
- Leadership qualification
- ECDL
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Skills, Knowledge & Aptitudes
Essential
- Knowledge of administrative and management procedures and practices.
- Knowledge of MS Office, Excel and basic keyboard skills
- Excellent communication skills, both verbal and written
- Good communication and interpersonal skills at all levels.
- Ability to work as part of a team
- Knowledge of specialist medical terminology
- An efficient and methodical approach to the maintenance of waiting lists, statistics and admissions diaries.
Desirable
- Experience of Meditech
- Understanding of Trust policies and NHS agenda
- Knowledge of the Trust's rules regarding confidentiality
Personal Attributes
Essential
- Good time management skills
- Good organisational skills
- Able to maintain a professional approach when working under pressure
- Be able to maintain confidentiality
Desirable
- Ability to work flexibly
- Assertive
- Self-motivated and enthusiastic
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.
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).
Additional information
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.
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).
