Job summary
Fixed term contract/ secondment opportunity for 6 months
Are you a dynamic and experienced Administrator with a passion for organisational excellence in healthcare administration?
We are looking for a motivated and proactive Waiting List Coordinator to join our team at Cromer Hospital on a 6-month secondment opportunity. The role is 30 hours a week.
The role will manage day surgery patient waiting lists, ensuring compliance with local and national targets/policies. The Job holder will need to be able to communicate effectively and courteously with patients, relatives, and a wide range of multi-professional staff, internal and external to the Trust.
This role is crucial to ensuring procedure lists for a range of specialities are booked, meeting key performance targets, and maintaining the quality-of-service delivery. To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate NNUH's 'PRIDE' values of People focused, Respect, Dedication, Integrity and Excellence.
If you are considering applying for this post on a secondment basis, please discuss with your Line Manager prior to applying to ascertain whether this could be supported.
Main duties of the job
The postholder will play a pivotal role in supporting the day-to-day operations of the waiting list coordinating team at Cromer Hospital. This is a small team who book a range of specialty procedures including Ophthalmology, Pain, Vascular, Plastics and Urology.
The role includes but is not limited to; being responsible for organising specific specialities' patient waiting lists and ensuring patients are booked for their operations in compliance with local and national targets/policies. Comply with The Department of Health's Referral to Treatment rules and ensuring the correct and timely input of patient information onto the Patient Administration System (PAS), the Operating Room Scheduling Office System (ORSOS) and the Theatre Tracker system. Observing the rules of 'real time data entry'. The role is varied and interesting and involves good patient communication skills and accurate data entry skills. The role is based in the main hospital at Cromer and is part of the wider Administrative and Clerical team.
About us
Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff!
The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.
We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity.
We can offer you the full range of NHS benefits/discounts and in addition:
- Flexible working hours
- Fast Track Staff Physiotherapy Service
- Multi Faith prayer room at NNUH Colney Lane site
- Discounted gym memberships
- Excellent pension scheme and annual leave entitlement
- Wagestream - access up to 40% of your pay as you earn it
- Free Park & Ride service direct to NNUH Colney Lane site
- Free 24-hours confidential counselling support
- On-site Nursery at NNUH Colney Lane
- On-site cafes offering staff discounts at NNUH Colney Lane
- Support in career development
- Flexible staff bank
- Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Job description
Job responsibilities
- Undertake responsibility for waiting lists ensuring compliance with local and national target/policies and ensuring relevant documentation is sent to patients and information entered on to the appropriate IT systems.
- To have a comprehensive knowledge and good understanding of the Patient Access Policy to always work in line with Trust and National policies, procedures and targets on real time data entry and confidentiality.
- Use all required tools on the Trust IT system as required by the role ie:- PAS, PTL reports, ORSOS, ARIA to ensure the smooth running of the waiting lists and the timely completion of patient orientated tasks. To understand and adhere to the Trust RTT standards.
- Communicate efficiently and effectively with patients, nursing staff, clinicians, pharmacists, and departments within the NNUH, as well as GPs and other hospitals.
- To sensitively and confidentially deal with telephone enquiries from patients, medical and nursing staff, GPs and any other professional bodies, and liaise with all relevant clinical staff within the Trust. This communication may be both face to face or by telephone.
- Add patients to PAS waiting list and schedule TCI appointments for chemotherapy and other procedures on Muriel Thomas Day Unit. Review and update these entries via an Elective Planned Report, identifying anomalies and ensuring accuracy. Print patient wristbands.
- Ensuring all relevant patient history/details/notes are prepared for the Unit, which includes the provision of relevant paperwork for the nursing staff.
- Identify any outstanding prescriptions and escalate appropriately to the relevant consultant(s) to ensure drugs are prescribed for relevant days. Advise Pharmacy, MUTH Day Unit staff and teleclinic nurses of any cancellations, additions or deferred patients
- Complete electronic discharge letters for WDU using multiple systems such as PAS, ARIA Notes and Electronic Template. Sending these electronically to the GPs to provide up to date medical records, as well as providing a copy to Clinical Coding for payment purposes. Identify and rectify any anomalies by liaising with the relevant clinical staff.
- Receive telephone calls from patients to arrange Pre-Operative Assessment appointments giving patients choice and dating within allotted times.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Please note that this advertised position, which is part of occupation code 4131 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.
Job description
Job responsibilities
- Undertake responsibility for waiting lists ensuring compliance with local and national target/policies and ensuring relevant documentation is sent to patients and information entered on to the appropriate IT systems.
- To have a comprehensive knowledge and good understanding of the Patient Access Policy to always work in line with Trust and National policies, procedures and targets on real time data entry and confidentiality.
- Use all required tools on the Trust IT system as required by the role ie:- PAS, PTL reports, ORSOS, ARIA to ensure the smooth running of the waiting lists and the timely completion of patient orientated tasks. To understand and adhere to the Trust RTT standards.
- Communicate efficiently and effectively with patients, nursing staff, clinicians, pharmacists, and departments within the NNUH, as well as GPs and other hospitals.
- To sensitively and confidentially deal with telephone enquiries from patients, medical and nursing staff, GPs and any other professional bodies, and liaise with all relevant clinical staff within the Trust. This communication may be both face to face or by telephone.
- Add patients to PAS waiting list and schedule TCI appointments for chemotherapy and other procedures on Muriel Thomas Day Unit. Review and update these entries via an Elective Planned Report, identifying anomalies and ensuring accuracy. Print patient wristbands.
- Ensuring all relevant patient history/details/notes are prepared for the Unit, which includes the provision of relevant paperwork for the nursing staff.
- Identify any outstanding prescriptions and escalate appropriately to the relevant consultant(s) to ensure drugs are prescribed for relevant days. Advise Pharmacy, MUTH Day Unit staff and teleclinic nurses of any cancellations, additions or deferred patients
- Complete electronic discharge letters for WDU using multiple systems such as PAS, ARIA Notes and Electronic Template. Sending these electronically to the GPs to provide up to date medical records, as well as providing a copy to Clinical Coding for payment purposes. Identify and rectify any anomalies by liaising with the relevant clinical staff.
- Receive telephone calls from patients to arrange Pre-Operative Assessment appointments giving patients choice and dating within allotted times.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Please note that this advertised position, which is part of occupation code 4131 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.
Person Specification
Qualifications
Essential
- Level 3 Business Admin qualification or equivalent experience
- Good general standard of literacy and numeracy
Desirable
Experience
Essential
- Some previous clerical work including data input
- Significant experience in NHS or customer service organisation
Skills
Essential
- Excellent organisational and communication and skills
- IT skills - accurate data input
- Flexible - able to multi-task and prioritise
- Preference for working in and supporting a multi-disciplinary team
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
Person Specification
Qualifications
Essential
- Level 3 Business Admin qualification or equivalent experience
- Good general standard of literacy and numeracy
Desirable
Experience
Essential
- Some previous clerical work including data input
- Significant experience in NHS or customer service organisation
Skills
Essential
- Excellent organisational and communication and skills
- IT skills - accurate data input
- Flexible - able to multi-task and prioritise
- Preference for working in and supporting a multi-disciplinary team
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
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).
