Admissions Officer

Job description

Job responsibilities

• Main Duties and Responsibilities

  1. Waiting List Management

  To be responsible through carrying out administrative duties in the Waiting List Office to ensuring the day-to-day co-ordination of all admitted patient and outpatient attendances, ensuring a high quality, efficient and patient centred service.

  To fully involve the multidisciplinary teams in the planning of admissions and outpatient appointments, ensuring that the patient is 1 provided with appropriate information regarding their admission / attendance.

  Maintain thorough and accurate records of all correspondence with patients throughout their admission

  To ensure that admitted patients are booked into the appropriate pre assessment appointment service and liaise with the clinical staff as required, ensuring the clinic to run smoothly and effectively

  Responsible for ensuring that admitted patient and outpatient waiting times across the specialities are constantly monitored in line with performance targets

  Responsible for recognising potential future breaches to waiting times targets ensuring these are brought to the appropriate management contact within the Waiting List team.

  Responsible for advising the Team Leader and Assistant Service Manager of capacity issues that might negatively impact on patient admission.

  Responsible for ensuring that all referrals and outpatient appointment requests are processed in line with departmental procedures, including cancer referrals.

  To ensure that all patient demographics are checked and updated to meet recognised data quality standards

  Responsible for the amendment, cancellation and rescheduling of all relevant admission and appointment types as directed

  To deal effectively with GDP/GP/Consultant queries regarding patient admissions, appointments and details for all operating lists.

  To identify the needs of patients in conjunction with their admission / outpatient episode, i.e. language barriers, anxiety, carer / dependant issues.

  To adhere to Trust and National RTT waiting list targets and Trust Patient Access policy.

  To actively participate in all initiatives to maximise patient attendance

  To maintain cancellation/short notice system for patients to maximise utilisation of capacity as per Division policy.

  To escalate in a timely and accurate fashion any utilisation and/or waiting list pressures to the Team Leader and Assistant Service Manager.

  To work with and assist the Team Leader and Assistant Service Manager in developing good working practices and procedures 3 across the department to meet Trust and National initiatives (i.e. Booked Admissions)

  2. Systems and Data Management

  To be responsible for accuracy of waiting lists/activity and to action any errors

  To validate waiting list information as required in relation to Trust guidelines ensuring that all patients are fit and still requiring admission

  Ensure that all patient data is recorded and amended in line with Trust Policy

  To maintain Trust agreed standards of data in relation to patient confidentiality and legislation.

  To assist in monitoring and developing the quality of clinical coding; to assist in ensuring performance targets are met using Trust IT systems [i.e. EPIC] and other associate systems and working in partnership with clinicians and the Trust coding team.

  To maintain strict confidentiality of staff and patient records, in line with Trust Policy: any unauthorised breach of confidentiality will result in disciplinary action

  To ensure that acceptable standards of data protection are maintained, in accordance with the Data Protection Act

  3. Communication and Representation

  To ensure maintenance of good relationships, communications and teamwork with all disciplines within the department and other departments of the hospital maintaining confidentiality at all times.

  To answer telephone enquiries and to resolve patient issues and concerns where possible informally.

  To report any adverse incidents or complaints to the Assistant Service Manager.

  To be polite, courteous and aware of noise levels at all times.

  To ensure the telephone is answered within the agreed time in line with the Trust greeting policy.

  The post holder must act in such a way to promote a positive image of Kings Healthcare at all times. This job description is not conclusive and will be regularly reviewed with the post holder. The post holder will carry out their duties as an employee and service provider with due regard to Kings Healthcares policies and procedures. The job description will be subject to periodic review and amendment in consultation with the post holder.

  4. Personal Development

  To demonstrate an insight into own development, contributing to the process of identifying own educational and training needs in conjunction with line manager and the development of personal development plan.

  To attend and actively participate in team meetings

  5. General

  To be part of the Waiting List team and provide support to the department to ensure work of both the team and individual performance targets are met and maintained.

  Work across allocated areas of responsibility to ensure that targets are met and maintained

  Practice a flexible approach to working methods to ensure that team targets are met and maintained.

  To assist in covering Waiting List roles within the department as required.

  To assist with the training of new members of staff within the departmen

Person Specification

Education & Qualifications

Essential

• Able to demonstrate experience of working with patients and members of the multi disciplinary team
• Experience as working as a team player
• Experience of busy admission / outpatients office setting

Desirable

• Ability to use EPIC
• NVQ3 or equivalent

Knowledge, Skills and Competencies

Essential

• Excellent written and verbal communication skills combined with an effective and courteous telephone manner
• Ability to contribute to team working and to develop good working relationships
• Ability to prioritise; to be organised and flexible. Able to effectively accommodate ad hoc demands to existing workload
• Ability to concentrate even with frequent interruptions and unpredictable working pattern
• Effective in managing own time
• Excellent problem solving skills

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

Employer's website

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