Job summary
An exciting opportunity has arisen within the Plastic Surgery Directorate for a Full Time, Permanent Band 3 Admissions Officer working 37.5 hours a week Monday to Friday. The successful candidate will join the Administration team based in Derriford Hospital.
We are looking for an enthusiastic, capable and motivated individual to join our team. The post-holder will be working closely with clinical and administrative colleagues to ensure tasks are completed to a high standard to ensure the smooth running of the service.
The successful candidate will be responsible for providing a comprehensive inpatient admissions service to the Plastic Surgery Department in an efficient and timely manner, in particular to manage the addition of patients to surgical & follow up waiting lists and the selection and booking of patients for admission in accordance with Trust policies and procedures
The role is demanding and interesting and will require someone who is flexible and able to work under pressure, has attention to detail skill to manage a variety of tasks to meet deadlines within the service. The ideal candidates must have a flexible 'can do' attitude and the ability to use their own initiative with excellent communication/interpersonal and IT skills. This post will offer a wealth of opportunities to expand and develop.
For further information please contact Carrie Stenson, Clinical Admin Manager via 01752 439278.
Main duties of the job
To provide and full comprehensive service for the admissions to the Plastic Surgery Department, liaising with Consultants, wards, peripheral hospitals and the management in regards all aspects of the inpatient service provided by the Department.
The successful candidate will be responsible for providing a comprehensive inpatient admissions service to the Plastic Surgery Department in an efficient and timely manner, in particular to manage the addition of patients to surgical waiting lists and the selection and booking of patients for admission in accordance with Trust policies and procedures
The role is demanding and interesting and will require someone who is flexible and able to work in a busy environment, has attention to detail skill to manage a variety of tasks to meet deadlines within the service. The ideal candidates must have a flexible 'can do' attitude and the ability to use their own initiative with excellent communication/interpersonal and IT skills.
***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.***
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
- Be responsible for placing patients onto the waiting list by transcribing from notes/booking forms using accurate coding for use with the IPM and Bluespier.
- Manage the PTL selecting patients for admission on the basis of clinical priority and agreed protocols.
- Be responsible for arranging patient admissions in accordance with Clinical priority determined by the Medical Teams and chronological waiting list time.
- Ensuring any relevant investigations or pre-assessment appointments are booked, organising transport where necessary for the patients admission.
- Responsible for informing all wards of all cancellations and re-booking theatre lists, including finding all notes.
- Be responsible for the booking of patients on to a theatre session via Bluespier and finalising the theatre list on the system and informing the Consultants of the patients booked.
- Printing and distributing the theatre lists to ALL appropriate staff on a weekly basis.
- Responsible for admitting patients who have been seen at the peripheral sites, liaising with the administrative teams there to ensure all patients are treated within the clinical times set out by the Consultants.
- Responsible for liaising with theatres, other Consultants and departments to facilitate patients admissions.
- Book and pre-pare the pre-admissions clinics with patients notes.
- Ensure patient case notes are requested and available for the patients admission.
- Reorganise lists to accommodate short notice or urgent patients.
- Negotiate with surgeons and theatre team.
- Assess and analyse capacity requirements to meet PTL targets and availability of theatre time.
- Take appropriate action when theatre capacity proves insufficient to accommodate number of patients who need to be treated
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Prioritise own workload and work without supervision.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system
- Ensure effective communication with all members of the multi-disciplinary team.
- Co-ordination of speciality waiting lists within the framework of the Trusts Waiting List Policy.
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
- Ensure that re-admissions are actioned in a timely manner and in accordance with Trust policies
- Follow Trust procedures for requesting patients notes, x-rays, ensure that all notes are traced in and out of the office and traced and taken to the appropriate ward / pre-assessment clinic
- Exposure to distressing/emotional circumstances i.e. dealing with distressed, anxious and angry patients and relatives in person or by telephone.
- Requirement to work at a VDU screen for at least 75% of the working day.
- Sitting in a restricted position for long periods of time in overcrowded conditions.
- Handle heavy sacks of casenotes.
For further details please see attached JD&PS.
Job description
Job responsibilities
- Be responsible for placing patients onto the waiting list by transcribing from notes/booking forms using accurate coding for use with the IPM and Bluespier.
- Manage the PTL selecting patients for admission on the basis of clinical priority and agreed protocols.
- Be responsible for arranging patient admissions in accordance with Clinical priority determined by the Medical Teams and chronological waiting list time.
- Ensuring any relevant investigations or pre-assessment appointments are booked, organising transport where necessary for the patients admission.
- Responsible for informing all wards of all cancellations and re-booking theatre lists, including finding all notes.
- Be responsible for the booking of patients on to a theatre session via Bluespier and finalising the theatre list on the system and informing the Consultants of the patients booked.
- Printing and distributing the theatre lists to ALL appropriate staff on a weekly basis.
- Responsible for admitting patients who have been seen at the peripheral sites, liaising with the administrative teams there to ensure all patients are treated within the clinical times set out by the Consultants.
- Responsible for liaising with theatres, other Consultants and departments to facilitate patients admissions.
- Book and pre-pare the pre-admissions clinics with patients notes.
- Ensure patient case notes are requested and available for the patients admission.
- Reorganise lists to accommodate short notice or urgent patients.
- Negotiate with surgeons and theatre team.
- Assess and analyse capacity requirements to meet PTL targets and availability of theatre time.
- Take appropriate action when theatre capacity proves insufficient to accommodate number of patients who need to be treated
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Prioritise own workload and work without supervision.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system
- Ensure effective communication with all members of the multi-disciplinary team.
- Co-ordination of speciality waiting lists within the framework of the Trusts Waiting List Policy.
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
- Ensure that re-admissions are actioned in a timely manner and in accordance with Trust policies
- Follow Trust procedures for requesting patients notes, x-rays, ensure that all notes are traced in and out of the office and traced and taken to the appropriate ward / pre-assessment clinic
- Exposure to distressing/emotional circumstances i.e. dealing with distressed, anxious and angry patients and relatives in person or by telephone.
- Requirement to work at a VDU screen for at least 75% of the working day.
- Sitting in a restricted position for long periods of time in overcrowded conditions.
- Handle heavy sacks of casenotes.
For further details please see attached JD&PS.
Person Specification
Knowledge & Experience
Essential
- Proven knowledge of waiting list admissions procedures acquired through demonstrable experience to NVQ Level 3 or equivalent
- Keyboard skills
Desirable
- Demonstrable experience using Patient Management Systems
Qualifications
Essential
- NVQ Level 3 or equivalent relevant demonstrable experience
Desirable
Aptitude & Abilities
Essential
- Ability to communicate at all levels
- Excellent telephone manner
Person Specification
Knowledge & Experience
Essential
- Proven knowledge of waiting list admissions procedures acquired through demonstrable experience to NVQ Level 3 or equivalent
- Keyboard skills
Desirable
- Demonstrable experience using Patient Management Systems
Qualifications
Essential
- NVQ Level 3 or equivalent relevant demonstrable experience
Desirable
Aptitude & Abilities
Essential
- Ability to communicate at all levels
- Excellent telephone manner
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).
