Job summary
Expected Shortlisting
Date
12/12/2024
Planned Interview
Date
19/12/2024
Please note this advert will close early if applications exceed 20, apply by 28/11/24.
We
have an exciting opportunity here at the Leeds Dental Institute for a
full-time role at 37.5 hours per week as an Assistant Patient Services
Coordinator for out Inpatient Scheduling Team. You will be working with our
clinical and administrative teams to manage the inpatient scheduling for the
Leeds Dental Institute. You will be based in our office at the Leeds Dental
Institute. We have an option for some flexibility on working patterns and
limited working from home within the hours of the service.
As
a hospital we are committed to delivering the best patient care, clinical
education and value for resources to our stakeholders. As such, an open and
enthusiastic approach to change and innovation will be essential to the
successful applicant. The ideal
candidate will be organised, flexible and have strong communications skills.
The
role will require the successful candidate to schedule operations ensuring
that an efficient, timely and patient focussed service is provided and the
clinical needs of patients are met in accordance with the current NHS
timeframes. This demanding role will require excellent time management and
organisational skills. The successful
candidate must be able to prioritise their own workload and will require a
flexible approach to their duties.
Main duties of the job
The
role will provide a theatre scheduling service to the Paediatric Dentistry
department as well as provided line management for two administrative
colleagues. The position will also include dealing with enquiries from
patients, colleagues and other healthcare providers. The range of tasks would
include.
Enter surgical booking forms
accurately onto the Patient Administration System (PAS) on a daily basis
adhering to the timescales within the Trust Patient Access Policy and
ensuring the waiting list entry is attached to the correct 18-week pathway
with appropriate operation code.
To deal with pending elective
admissions and cancellations, liaising with all relevant staff (including
Consultants, Bed Managers, Theatre and Ward staff). Escalating any issues/breaches to the
Business Manager
Meet/liaise with Consultants on a
regular basis in order to manage waiting lists effectively whilst working
within the Department of Health guidelines. Be responsible for updating
accurately both electronic and paper diaries.
Independently compile theatre lists
6 weeks in advance, taking into account the composition of lists to include,
clinical urgency, diagnostic investigations, therapeutic investigations,
complex procedures and 18-week referral to treatment target. Inputting information on to PAS and TMS.
Working within the Trusts' 6-4-2 framework.
Line manage a small team of
colleagues.
About us
The
Leeds Dental Institute is part of the Leeds Teaching Hospitals Trust (LTHT)
and as such have a strong commitment to the values of being Patient Centred,
Fair, Accountable, Empowered and Collaborative. We want to make our
recruitment process as fair, inclusive and transparent as possible. As an
organisation we have a huge network of colleagues with varied skills and
experiences, LTHT is an excellent place to develop skills, networks and
careers.
The
Dental Hospital is an excellent place to develop knowledge of different
patient pathways and processes as we manage our entire outpatient pathway
from referral to discharge and have our own surgical theatre. The role offers
a diverse and broad experience of hospital administration and line management
which is ideal for anyone looking to enter a management career path or
develop existing skills/knowledge.
Leeds
Teaching Hospitals is committed to our process of redeploying 'at risk'
members of our existing workforce to new roles. As such, all our job adverts
are subject to this policy and we reserve the right to close, delay or remove
adverts while this process is completed. If you do experience a delay in the
shortlisting stage of the recruitment cycle, please bear with us while this
process is completed, and contact the named contact if you have any
questions.
Job description
Job responsibilities
Please
see the attached job description for an overview of the role and
responsibilities of the post. The day-to-day duties of the post will include;
Populate
Paediatric Dentistry theatre lists in a timely manner as per the Trust 6-4-2
policy.
- Scheduling patients in urgency and
referral to treatment (RTT) order
- Utilising all elective operating
capacity available through robust and timely scheduling and problem solving
to overcome issues as they present
- Troubleshooting to ensure every
possible option is explored to ensure patients surgery plans go ahead.
- Ensuring patient records and Trust
systems are always kept accurate and up to date with surgical plans.
- Ensuring RTT pathways are always
correct as per the LTHT access policy.
- Ensuring any special surgical
requirements are organised ahead of planned surgery dates
Cross
cover for the Dental One Day Unit Assistant Patient Service Coordinator.
Line
management of a small team of clerical officers.
- Providing a supportive and
knowledgeable line manager support in line with LTHT policies.
- Undertaking frequent one to one
meeting and a quality annual appraisal to supporting the personal development
of your team.
- Manage workload and support with
processual barriers to maintain efficiency within the team.
Communicate
and report service progress against RTT standards and KPIs.
- Report at a weekly CSU scheduling
meeting on long waiters and utilisation.
- Attend the weekly Trust scheduling
meeting along with the Business Manager / Patient Service Coordinator.
- Attend the monthly CSU operational
management meeting.
The
role will report to the Patient Service Coordinator be responsible to the
Business Manager.
Job description
Job responsibilities
Please
see the attached job description for an overview of the role and
responsibilities of the post. The day-to-day duties of the post will include;
Populate
Paediatric Dentistry theatre lists in a timely manner as per the Trust 6-4-2
policy.
- Scheduling patients in urgency and
referral to treatment (RTT) order
- Utilising all elective operating
capacity available through robust and timely scheduling and problem solving
to overcome issues as they present
- Troubleshooting to ensure every
possible option is explored to ensure patients surgery plans go ahead.
- Ensuring patient records and Trust
systems are always kept accurate and up to date with surgical plans.
- Ensuring RTT pathways are always
correct as per the LTHT access policy.
- Ensuring any special surgical
requirements are organised ahead of planned surgery dates
Cross
cover for the Dental One Day Unit Assistant Patient Service Coordinator.
Line
management of a small team of clerical officers.
- Providing a supportive and
knowledgeable line manager support in line with LTHT policies.
- Undertaking frequent one to one
meeting and a quality annual appraisal to supporting the personal development
of your team.
- Manage workload and support with
processual barriers to maintain efficiency within the team.
Communicate
and report service progress against RTT standards and KPIs.
- Report at a weekly CSU scheduling
meeting on long waiters and utilisation.
- Attend the weekly Trust scheduling
meeting along with the Business Manager / Patient Service Coordinator.
- Attend the monthly CSU operational
management meeting.
The
role will report to the Patient Service Coordinator be responsible to the
Business Manager.
Person Specification
Skills & behaviours
Essential
- Evidence of organisational skills
- Knowledge of Microsoft 365 packages including Outlook, Excel and Teams.
- Evidence of time management skills.
- Evidence of ability to prioritise and organise own workload
- Evidence of ability to communicate effectively across staff groups
- Demonstrates inclusive practices, working in a fair and empowering way
Desirable
- Evidence of training or experience on inpatient pathways
Qualifications
Essential
- Good standard of education to minimum of GCSE
Experience
Essential
- Experience of staff management including recruitment and retention
- Experience in a customer focussed/customer service environment
Desirable
- An understanding of NHS/Trust protocols/policies and procedure
- Significant previous administration experience
- Experience or knowledge of RTT 18-week pathways
Additional Requirements
Essential
- Evidence of continued personal development and a willingness to undergo training.
Person Specification
Skills & behaviours
Essential
- Evidence of organisational skills
- Knowledge of Microsoft 365 packages including Outlook, Excel and Teams.
- Evidence of time management skills.
- Evidence of ability to prioritise and organise own workload
- Evidence of ability to communicate effectively across staff groups
- Demonstrates inclusive practices, working in a fair and empowering way
Desirable
- Evidence of training or experience on inpatient pathways
Qualifications
Essential
- Good standard of education to minimum of GCSE
Experience
Essential
- Experience of staff management including recruitment and retention
- Experience in a customer focussed/customer service environment
Desirable
- An understanding of NHS/Trust protocols/policies and procedure
- Significant previous administration experience
- Experience or knowledge of RTT 18-week pathways
Additional Requirements
Essential
- Evidence of continued personal development and a willingness to undergo training.
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.
