Job summary
Community Paediatrics is looking for a flexible, Band 3 Appointments Co-ordinator to support the Specialty Co-ordinator and the Admin Team at the Child Development Centre. The post holder will be responsible for overseeing the booking of appointments and management of clinical waiting list of a range of services that are delivered at the CDC.
It is essential that you are computer literate and have previous appointments and waiting list management experience. You will have good communication skills and able to demonstrate an understanding of the importance of confidentiality together with excellent organisational skills. Previous demonstrable NHS experience is essential.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
o To support the Specialty Co-ordinator and supervision of the clerical appointment team within the Child Development Centre, ensuring strict compliance with Trust policies and procedures.
To monitor and ensure that the management of patient booking is efficient and effective, taking into account the individual needs of the patient and the requirements of the individual services.
o To support the Specialty Co-ordinator in the management of specialty out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4). Ensuring timely information is available around current waiting times and individual patient progress, and PTLs are updated appropriately.
o Take appropriate action with regard to telephone calls from patients, GPs and other agencies using initiative, within broad guidelines outlined by the team / service line manager.
o To liaise with Clinical teams to ensure appointments are scheduled and outcomes recorded in a timely manner.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
To ensure a firm understanding of Trust Waiting List policies and be able to work to this guidance.
To support B4 in ensuring that A & C staff have a good level of understanding and that all administration processes are dealt with in accordance to APNs, Trust Waiting List Policies
To ensure that there is 100% compliance to Trust waiting list policies in the specific working area.
To ensure that staff have clear understanding of all procedures that affect the booking of patients as stated within the Trusts APNs
To ensure booking of new referrals are processed and added electronically to the Trust system and manage service waiting lists (PTLs).
To monitor that all patients that fail to attend appointments (Was Not Broughts, WNB) are managed in accordance with the Trust WNB policy.
Responsible for cancelling outpatient clinics as required for annual leave/sickness/study leave as authorised by Service Line Director. To ensure staff are aware of the 6-8 weeks notice as in line of Trust policy and procedures.
To ensure that staff have clear understanding of all procedures that effect waiting list management.
To liaise with Clinical Admin Manager in managing clinic capacity through monitoring of utilisation, making recommendations for change when deemed necessary.
Responsible for escalating concerns regarding clinic slots availability informing the Clinical Admin Manager when additional sessions are required.
To ensure the booking of new and follow up appointments are compliant with clinical requirements and clinic booking rules.
To ensure compliance with checking and amending patient & GP details on iPMs and patient folder.
To monitor that hospital notes are kept tidy and are clearly marked and to implement improvements where necessary.
To ensure that all staff understand the importance of tracing Health Record Folder and comply with Trust Policy.
For further detail please see the attached JD & PS
Job description
Job responsibilities
To ensure a firm understanding of Trust Waiting List policies and be able to work to this guidance.
To support B4 in ensuring that A & C staff have a good level of understanding and that all administration processes are dealt with in accordance to APNs, Trust Waiting List Policies
To ensure that there is 100% compliance to Trust waiting list policies in the specific working area.
To ensure that staff have clear understanding of all procedures that affect the booking of patients as stated within the Trusts APNs
To ensure booking of new referrals are processed and added electronically to the Trust system and manage service waiting lists (PTLs).
To monitor that all patients that fail to attend appointments (Was Not Broughts, WNB) are managed in accordance with the Trust WNB policy.
Responsible for cancelling outpatient clinics as required for annual leave/sickness/study leave as authorised by Service Line Director. To ensure staff are aware of the 6-8 weeks notice as in line of Trust policy and procedures.
To ensure that staff have clear understanding of all procedures that effect waiting list management.
To liaise with Clinical Admin Manager in managing clinic capacity through monitoring of utilisation, making recommendations for change when deemed necessary.
Responsible for escalating concerns regarding clinic slots availability informing the Clinical Admin Manager when additional sessions are required.
To ensure the booking of new and follow up appointments are compliant with clinical requirements and clinic booking rules.
To ensure compliance with checking and amending patient & GP details on iPMs and patient folder.
To monitor that hospital notes are kept tidy and are clearly marked and to implement improvements where necessary.
To ensure that all staff understand the importance of tracing Health Record Folder and comply with Trust Policy.
For further detail please see the attached JD & PS
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- Demonstrable experience of using IT systems including spreadsheets
- Proven previous knowledge and demonstrable experience of working in an office and/or customer care environment
- Understanding of confidentiality and Data Protection
- Excellent organisational skills
- Proven ability of using initiative
Desirable
- Proven knowledge of processes within the NHS
- Previous demonstrable experience of coordinating administrative processes
QUALIFICATIONS
Essential
- NVQ 3 in relevant subject or equivalent qualification or equivalent demonstrable experience
APTITUDE & ABILITIES
Essential
- Good interpersonal, communication (written and verbal) and reporting skills
- Able to empathise, be supportive and sensitive to the needs of others as well as being able to cope with distressing circumstances
- Ability to use a practical problem-solving approach in everyday situations
- Ability to work calmly and methodically when under pressure in a busy environment
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- Demonstrable experience of using IT systems including spreadsheets
- Proven previous knowledge and demonstrable experience of working in an office and/or customer care environment
- Understanding of confidentiality and Data Protection
- Excellent organisational skills
- Proven ability of using initiative
Desirable
- Proven knowledge of processes within the NHS
- Previous demonstrable experience of coordinating administrative processes
QUALIFICATIONS
Essential
- NVQ 3 in relevant subject or equivalent qualification or equivalent demonstrable experience
APTITUDE & ABILITIES
Essential
- Good interpersonal, communication (written and verbal) and reporting skills
- Able to empathise, be supportive and sensitive to the needs of others as well as being able to cope with distressing circumstances
- Ability to use a practical problem-solving approach in everyday situations
- Ability to work calmly and methodically when under pressure in a busy environment
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).
