Waiting List Co-ordinator

Job description

Job responsibilities

The post holder will manage the inpatient and day case waiting lists for a delegated number of consultants at Nottingham University Hospitals NHS Trust, in accordance with Government Access Targets and Trusts Access Policy. Also ensuring that there is an efficient and effective use of available resources at all times.

They will co-ordinate admissions, and associated pre-operative assessment clinics and theatre lists. The post holder will also play a key central role within the services and is required to work in close liaison with NHS colleagues, patients and the general public.

Direct the waiting list administrative team to current learning and training tools to ensure staff are kept up to date, including mandatory training.

- Responsible for adding/removing patients to the NUH waiting list and co-ordinating/booking admission to hospital, using hospital IT systems, e.g. Medway PAS/Blue Spier

- Act as the first point of contact within the Trust for patients who have enquiries regarding admission details and waiting list queries, either in person, telephone, email

- Be responsible for management and accurate validation of consultant waiting lists in line with 18 week RTT targets, maintaining accurate records to ensure all admissions for elective procedures are outcome and completed on Medway PAS, in line with Trust Access Policy.

- Ensure patients are added to appropriate waiting lists using hospital IT systems in accordance with Trust policies.

- Ensure all relevant actions are taken to initiate, amend and cancel theatre lists in accordance with theatre policy

- To arrange transport for patients that require it

- Book HDU/ITU/PICU beds are required following correct protocol

- To be responsible for arranging emergency cover for theatre sessions where the surgeon becomes unavailable at short notice.

- Working to agreed protocols to negotiate patient admissions for inpatient and day surgery procedures and minor procedure treatments.

- Provide appropriate confirmation letter to patient, along with any relevant supporting information.

- Ensure all relevant patient information is recorded on the Trusts IT systems and updated accordingly in line with Trust Access Policy and Procedures.

- Amend patient information and admission requirements in line with pre-operative assessment information/findings.

- Provide non-clinical advice regarding patient admission process seeking further advice from the Consultants or lead nurses as required.

- Liaise with clinicians regarding appropriate scheduling of patients such as case mix together with other key information to ensure the full utilisation of theatre lists.

- In conjunction with the appropriate managers liaise with external healthcare providers to facilitate the timely admission of patients.

- Be responsible for identifying potential breaches against Trust waiting list targets, and taking timely and appropriate action to avoid the breach, including 28 day for cancelled ops.

- Liaise with clinical staff to ensure the availability of any specialist equipment as required.

- Ensure any patients who have not responded to letters, or do not attend pre-operative assessment clinics are contacted in line with the Trust Waiting List Policy.

-Produce accurate theatre lists for scheduling meetings, attend said theatre meetings, and undertake all required follow up actions.

- Work flexibly and provide cross cover for colleagues in the Directorate.

- Undertake any other duties and responsibilities, which may reasonably be required.

- Participate in team, professional and personal development activities.

- Undertake any other duties which may be reasonably required.

Person Specification

Qualifications

Essential

• 3 GCSE's or equivalent C or above - must include English
• Computer literate to ECDL standard or equivalent.

Experience

Essential

• Proven clerical experience.
• Experience of working to deadlines

Desirable

• Previous experience of working in the NHS and experience using MS Office, Medway and Notis.
• Knowledge of 18 week targets

Communication and relationship

Essential

• Must be able to clearly and accurately convey information verbally to differenct audiences
• Ability and experience to be discerning in sensitive situations

Analytical and Judgement

Essential

• Able to use judgement to make decisions in order to solve problems / enquiries
• Able to complete tasks using own initiative

Desirable

• Demonstrate knowledge of waiting list management

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

Nottingham University Hospitals NHS Trusts

Address

Queens Medical Centre

Ophthalmology Department, Queens Medical Centre, Derby Road

Nottingham

NG7 2UH

Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)