Job summary
Moorfield's Eye Hospital is seeking new Admissions Coordinators to join our dynamic Admissions team. As an Admissions Coordinator, your primary responsibility will be to deliver a swift, efficient, and welcoming service to all our customers. This is an exciting opportunity to become a part of our team at Croydon Moorfields.
Your role will involve providing effective admissions support for a designated service or group of consultants, serving as the main point of contact for patients and staff regarding any administrative matters related to admissions.
Please apply as soon as possible as we reserve the right to close this vacancy early.
Main duties of the job
- Provide clear and comprehensive information to patients regarding their surgery arrangements, ensuring their surgical pathway is managed smoothly and efficiently, in accordance with Referral to Treatment (RTT) rules.
- Collaborate closely with responsible surgeons, lead nurses, pre-assessment, and theatres to optimize theatre list utilisation.
- Manage effectively and safely any patients whose surgeries are cancelled, ensuring any cancelled theatre slots are promptly filled.
- Oversee the management of all waiting lists and admissions in alignment with the Trust's access policy.
- Ensure that all surgery dates are arranged with choice and that all offer dates are reasonable (at least three weeks notice). Where it is not possible to contact a patient by telephone ensure that a robust partial booking process is followed.
- Ensure that every patient has a pre-assessment appointment. Be responsible for booking pre-assessment appointments.
- Liaise with other sites within Moorfields, and externally in some cases, to ensure that all clinicians and equipment required for surgical procedures are available and procedures are then booked appropriately.
About us
At Moorfields, we provide more than just an excellent career and great colleagues to work with. We also offer:
- Salary including High-Cost Area Supplement
- Opportunity to join the NHS Pension Scheme
- Free 24/7 independent counselling service
- Learning and development opportunities
- Easy and quick transport links
- A range of attractive benefits and discounts
- Access to Blue Light Card and other NHS Discount Schemes
- Free Pilates classes
- Full support and training to develop your skills
- Flexible working friendly organisation
And so much more! To see the full range of benefits we offer please see our Moorfields benefits document.
Job description
Job responsibilities
- Ensure that all surgery dates are arranged with choice and that all offer dates are reasonable (at least three weeks notice). Where it is not possible to contact a patient by telephone ensure that a robust partial booking process is followed.
- Ensure that all patients are reminded of their surgery date by telephone at least 48 hours in advance in order to minimise DNAs.
- Ensure that any patients who have their surgery cancelled for any reason are rebooked where appropriate, within the appropriate timeframes.
- Inform the patients consultant of any cancellations either in advance of surgery or at pre-assessment.
- Be responsible for ensuring that any cancelled theatre slots are filled with other patients. This may require close liaison with the surgeon and their team.
- Maintain a list of patients available to come in at short notice.
- Liaise daily with the the pre-assessment department to ensure that you are aware of any cancellations or DNAs and contact and rebook these patients as appropriate.
- Liaise daily with the theatres department to ensure that you are aware of any cancellations on the day of surgery so that these can be rebooked appropriately.
- Ensure that all admissions are arranged in line with the trusts access policy.
- Be responsible for ensuring that all patients are added to the waiting list within 24 hours of the decision to admit.
- When the date has been agreed with the patient in clinic ensure that all information OpenEyes/PAS is accurate, and that the patient has had a pre-assessment appointment made and a post-op appointment made (where appropriate).
- If no date has been agreed with the patient, make sure that a date is arranged within 5 days of the decision to admit.
- Ensure that every patient has a pre-assessment appointment. Be responsible for booking pre-assessment appointments.
- Liaise closely with the surgeons, their teams and the lead nurses to ensure that the theatre lists are booked appropriately. Regularly review future lists and ensure that unused slots are kept to a minimum.
- Patients of the same clinical urgency should be booked in chronological order where possible.
- Dates should always be offered within the patients 18-week breach date. Where this is not possible escalate appropriately.
- Update notes about theatre lists on the Open Eyes scheduling software (eg closed lists / additional patients to go on).
- Where a patient requires transport, or an interpreter ensure that arrangements are made for these to be booked.
- Regularly review the waiting list for the designated service ensuring that all patients have a date and that that complies with RTT requirements.
- If there are any patients without a date investigate these and offer a date as soon as possible.
Job description
Job responsibilities
- Ensure that all surgery dates are arranged with choice and that all offer dates are reasonable (at least three weeks notice). Where it is not possible to contact a patient by telephone ensure that a robust partial booking process is followed.
- Ensure that all patients are reminded of their surgery date by telephone at least 48 hours in advance in order to minimise DNAs.
- Ensure that any patients who have their surgery cancelled for any reason are rebooked where appropriate, within the appropriate timeframes.
- Inform the patients consultant of any cancellations either in advance of surgery or at pre-assessment.
- Be responsible for ensuring that any cancelled theatre slots are filled with other patients. This may require close liaison with the surgeon and their team.
- Maintain a list of patients available to come in at short notice.
- Liaise daily with the the pre-assessment department to ensure that you are aware of any cancellations or DNAs and contact and rebook these patients as appropriate.
- Liaise daily with the theatres department to ensure that you are aware of any cancellations on the day of surgery so that these can be rebooked appropriately.
- Ensure that all admissions are arranged in line with the trusts access policy.
- Be responsible for ensuring that all patients are added to the waiting list within 24 hours of the decision to admit.
- When the date has been agreed with the patient in clinic ensure that all information OpenEyes/PAS is accurate, and that the patient has had a pre-assessment appointment made and a post-op appointment made (where appropriate).
- If no date has been agreed with the patient, make sure that a date is arranged within 5 days of the decision to admit.
- Ensure that every patient has a pre-assessment appointment. Be responsible for booking pre-assessment appointments.
- Liaise closely with the surgeons, their teams and the lead nurses to ensure that the theatre lists are booked appropriately. Regularly review future lists and ensure that unused slots are kept to a minimum.
- Patients of the same clinical urgency should be booked in chronological order where possible.
- Dates should always be offered within the patients 18-week breach date. Where this is not possible escalate appropriately.
- Update notes about theatre lists on the Open Eyes scheduling software (eg closed lists / additional patients to go on).
- Where a patient requires transport, or an interpreter ensure that arrangements are made for these to be booked.
- Regularly review the waiting list for the designated service ensuring that all patients have a date and that that complies with RTT requirements.
- If there are any patients without a date investigate these and offer a date as soon as possible.
Person Specification
Education / Qualifications
Essential
- Good general education including English and maths to GCSE A-C or equivalent
- Evidence of continuing education and development
Desirable
- Other relevant qualifications
Experience
Essential
- Experience of working in a busy and demanding customer/patient-facing role
- Experience of working in a multi-disciplinary team
Desirable
- Experience of working in the NHS
Knowledge
Essential
- Good working knowledge of Microsoft Office software
- Knowledge of NHS outpatient targets
Desirable
- Knowledge of MEH Patient Administration System (PAS) and OpenEyes
Skills/abilities
Essential
- Ability to manage difficult situations with tact and empathy
- Ability to work under pressure and to deadlines
- Ability to prioritise own workload
Personal qualities
Essential
- Proactive, positive and enthusiastic attitude
- Ability to use own initiative / self-motivated
- Caring and Compassionate approach
Person Specification
Education / Qualifications
Essential
- Good general education including English and maths to GCSE A-C or equivalent
- Evidence of continuing education and development
Desirable
- Other relevant qualifications
Experience
Essential
- Experience of working in a busy and demanding customer/patient-facing role
- Experience of working in a multi-disciplinary team
Desirable
- Experience of working in the NHS
Knowledge
Essential
- Good working knowledge of Microsoft Office software
- Knowledge of NHS outpatient targets
Desirable
- Knowledge of MEH Patient Administration System (PAS) and OpenEyes
Skills/abilities
Essential
- Ability to manage difficult situations with tact and empathy
- Ability to work under pressure and to deadlines
- Ability to prioritise own workload
Personal qualities
Essential
- Proactive, positive and enthusiastic attitude
- Ability to use own initiative / self-motivated
- Caring and Compassionate approach
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.
