Radiology Booking Officer

Job description

Job responsibilities

Detailed job description and main responsibilities

To work within a team to develop the booking systems and electronic referral systems used within the Radiology Office. Identify and contribute to service developments and modernisation in support of the Booked Appointments Programme.

· Aid in monitoring and recording booked lists for efficient utilisation and participation in the planning, implementation and monitoring of appointment systems within Radiology.

· Negotiate with patients an agreed date for Radiology Appointment. To confirm appointment date and ensure either orally or in writing, patients receive the correct information, instructions and/or any medication that may be necessary in advance of the examination. To check last monthly period dates where appropriate and appoints patients accordingly on the list.

· As part of the Radiology Appointments Team, meet regularly with other Trust staff as appropriate, to monitor that the booking service meets the needs of the patient: to participate in audit and propose changes to future service development and maintenance of standards.

· To have a good understanding of both electronic and manual appointments systems, and make appointments accordingly. Enter booked appointments on to the appropriate waiting list. To follow strict guidelines when booking appointments and make known any clinical incidents or near misses.

· Ensure that all referrals are entered accurately into the CRIS system.

· Ensure any changes to appointments are actioned immediately and are updated on PACS/CRIS/PACS/OrderComms.

· Updating and amending existing information within booking systems, including rescheduling any clinics as and when the need arrives.

· To maintain record of the numbers of booked appointments for monitoring and audit purposes.

· Liaise with Admissions, Wards, other Trusts and hospitals with details of appointment dates, giving full instructions for patient preparation.

· Ensure beds are booked in a timely manner for Patients that require in patient preparation.

· Ensure that staff are aware of any patient special need e.g. transport, manual handling aids, interpreters and nursing care to ensure service continuity.

· When notified outpatient appointments are needed, ensure that transport, interpreters, hoists are all booked if authorised by the medical staff.

· Ensuring all lists are fully utilised and re-book cancellations.

· When agreed by the Radiology Manager, book additional lists for Consultants and ensure lists are outsourced appropriately to gain best value for money. Ensure that this financial information is accurately recorded in order that this can be checked against invoices received.

· Contact of ‘DNAs’ and re-appoint where necessary or return request forms according to Trust Protocol. Monitor levels of DNAs to aid in identifying problem areas.

· To liaise where necessary with other departments and other healthcare professionals and agencies.

· To provide a contact point for all enquiries into the RadCon Office. To answer telephone calls and redirection of calls when appropriate.

· To provide a welcoming, caring and efficient service to patients, relatives and other personnel attending the Radiology Department. To provide support to anxious patients and to keep them informed of the reason for delays.

· To ensure own competencies regularly updated through training and monitoring and participate in the training of new members of staff.

· Other general office duties such as photocopying, filing and maintenance and ordering stationary levels as required.

· Ensure that all protocols are followed in a structured manner and that request forms are filed correctly and deal with any irregularity according to Policy.

· To deputise for Rad Con Team Leader as and when required.

· Printing of day list matching with request form next day to ensure smooth running of the Department working on own initiative.

· Ensure keep up to date with current guidance, policies and procedures at PAH and guidance on diagnostic waiting target and 18 week target.

· Cross cover of other modalities to ensure service continuity.

· Working on own initiative ensure all urgent cases are booked in a timely manner according to department procedures.

· Ensure that the diary reflects staffing levels.

· Adhere to waiting time policy for diagnostics and to escalate any potential problems to line manager in a timely manner.

· Use the Trust policy for dealing with patient complaints and DNAs.

· Sending of patient preparation using department PGD and policy.

· Maintain and update the consultant leave rota and update diary pages on CRIS from said rota.

· Maintain current diary so that it reflects annual leave

Person Specification

Qualifications

Essential

• Data entry
• Previous administrative experience

Experience

Essential

• Confident IT user
• Excellent communication skills

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.

Employer details

Employer name

The Princess Alexandra Hospital NHS Trust

Address

Kao Park

Harlow

Essex

CM17 9NA

Employer's website

https://www.pah.nhs.uk (Opens in a new tab)