Job summary
The post holder will work within a small team supporting the Waiting List admitted patient Surgery in the Trust. He/ she will liaise with the multi-disciplinary team, internal departments, external agencies and other service users to ensure continuity in achieving excellence in patient care and to ensure that the performance targets for admitted patient and outpatient waiting lists, waiting times, operating list and clinic capacity and admissions / appointments are met and monitored.
The post holder will be expected to rotate on a regular basis between telephony, administrative and reception duties and will work a variety of shift patterns in line with service needs.
Main duties of the job
- To be responsible through carrying out administrative duties in the Waiting List Office and designated reception areas, for 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 provided with appropriate information regarding their admission / attendance.
- Maintain thorough and accurate records of all correspondence with patients throughout their admission and outpatient process.
- 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.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of £1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job description
Job responsibilities
- 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 Waiting List Supervisor and Assistant Service Manager of capacity issues that might negatively impact on patient admission and appointment processes.
- Responsible for ensuring that all referrals and outpatient appointment requests are processed in line with departmental procedures, including two week waits
- To manage waiting list activity, admission data and outpatient attendances with Trust IT systems (i.e., PiMs), other associate IT systems (i.e. Galaxy, Medicode) and Trust activity reports (i.e., Patient Tracking List Report) and action any errors.
- To participate in the reception of clinics, including the welcoming of patients, booking follow up appointments, keeping patients informed of any delays to their appointment and maintaining accurate records of patient attendance, departure time, appointment outcome and ensuring patients personal details are up dated.
- To ensure that all clinics are fully prepared
- To locate patients dental / hospital case notes from other areas around the hospital. This may involve lifting of case notes frequently throughout the course of the day and in some cases you will be required to push a trolley filled with dental case notes. You will then prepare case notes for clinics and obtain investigation results.
- To ensure that at the clinic visit all case notes are available and contain the necessary results
- 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
- Responsibility for maintaining an e booking system, by agreeing dates either with patients, GPs, GDPs or the Booking Management Service in line with the outcome of the electronic booking protocol.
- 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 arrange patient transport if required for elective pre-assessment, admission or outpatient appointments in conjunction with Trust guidelines and policy.
- To ensure that when requested, diagnostic tests are booked and an appropriate outpatient appointment is made to ensure results are available in clinic.
Job description
Job responsibilities
- 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 Waiting List Supervisor and Assistant Service Manager of capacity issues that might negatively impact on patient admission and appointment processes.
- Responsible for ensuring that all referrals and outpatient appointment requests are processed in line with departmental procedures, including two week waits
- To manage waiting list activity, admission data and outpatient attendances with Trust IT systems (i.e., PiMs), other associate IT systems (i.e. Galaxy, Medicode) and Trust activity reports (i.e., Patient Tracking List Report) and action any errors.
- To participate in the reception of clinics, including the welcoming of patients, booking follow up appointments, keeping patients informed of any delays to their appointment and maintaining accurate records of patient attendance, departure time, appointment outcome and ensuring patients personal details are up dated.
- To ensure that all clinics are fully prepared
- To locate patients dental / hospital case notes from other areas around the hospital. This may involve lifting of case notes frequently throughout the course of the day and in some cases you will be required to push a trolley filled with dental case notes. You will then prepare case notes for clinics and obtain investigation results.
- To ensure that at the clinic visit all case notes are available and contain the necessary results
- 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
- Responsibility for maintaining an e booking system, by agreeing dates either with patients, GPs, GDPs or the Booking Management Service in line with the outcome of the electronic booking protocol.
- 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 arrange patient transport if required for elective pre-assessment, admission or outpatient appointments in conjunction with Trust guidelines and policy.
- To ensure that when requested, diagnostic tests are booked and an appropriate outpatient appointment is made to ensure results are available in clinic.
Person Specification
Qualifications, Skills, Knowledge and Experience
Essential
- Able to demonstrate experience of working with patients and members of the multi disciplinary team
- Experience as working as a team player
- Excellent written and verbal communication skills combined with an effective and courteous telephone manner
- Ability to work under pressure and exercise judgement when dealing with enquiries
- Ability to concentrate even with frequent interruptions and unpredictable working pattern
- Excellent problem solving skills
Desirable
- Experience of busy admission / outpatients office setting
- Ability to use EPIC [theatre IT system where appropriate]
- NVQ3 or equivalent
Person Specification
Qualifications, Skills, Knowledge and Experience
Essential
- Able to demonstrate experience of working with patients and members of the multi disciplinary team
- Experience as working as a team player
- Excellent written and verbal communication skills combined with an effective and courteous telephone manner
- Ability to work under pressure and exercise judgement when dealing with enquiries
- Ability to concentrate even with frequent interruptions and unpredictable working pattern
- Excellent problem solving skills
Desirable
- Experience of busy admission / outpatients office setting
- Ability to use EPIC [theatre IT system where appropriate]
- NVQ3 or equivalent
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).
