Job summary
Shortlisting is based on the person specification, therefore, when completing your supporting statement, please refer to the person spec, demonstrating in your application how you match all points, providing examples of experience, understanding and transferable skills.
The Healthcare Operations Department are looking to recruit 2 full time TCI Officers within the Endoscopy Booking Team at RAEI, Wigan working Monday to Friday.
You must have experience of Patient Centre and healthcare administration systems and processes, working towards performance targets and experience of waiting list / endoscopy processes. Must also possess knowledge of healthcare records policies and their application and knowledge of work in endoscopy administration functions on Trust PAS systems and an understanding of how to apply this in practice.
You will be a problem solver, with an ability to adapt work routines as required to provide service more efficiently and effectively. You will have the skill to communicate effectively at all levels, multi-task and able to prioritise workloads to meet deadlines.
You must be educated to GSCE standard and NVQ 2 clerical qualification / ECDL or equivalent NHS experience.
Please be aware that if you are successful you will be required to present original certificates for all of the qualifications which you hold (as listed on your application) in order to demonstrate that you meet the criteria outlined in the person specification.
Main duties of the job
The main duties of this role are to be operationally responsible for the management of elective Endoscopy admissions by ensuring that patients are processed through the system from the time of referral to the necessary diagnostic test being made to ensure that we met the required mandatory NHS England targets. You will ensure documents are uploaded and available for the admission function and deliver a quality and timely booking service for patients admitted to the Endoscopy Units at Leigh Infirmary and Royal Albert Edward Infirmary in line with the Trust Access Policy.
This role is also essential in the booking of all suspected cancer patients that require an EUS from across Greater Manchester to ensure that all patients are being seen at any given Trust across GM with the shortest diagnostic wait times.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job responsibilities
The main duties of this role are
Key results from the job holder
- Plan, organise and tailor specialist Endoscopy caseload for the consultant/endoscopist
- Analyse and gather diagnostics, pre-procedure and patient information to support eligibility for admission.
- Co-ordinate activities for assessment with the relevant clinical teams and conduct one-to-one meetings with consultant/endoscopy teams to agree TCI endoscopy lists.
Planning and Organisational Duties
- Ensure Consultant Management Reports/booking diaries are kept up-to-date and queries therefore are dealt with in a timely manner i.e. checking TCI eligibility, specialist theatre kit ordering etc
- Responsible for Direct Booking of Endoscopy lists and in-patient admissions and informing Clinical Teams of progress.
- Liaise with Medical Secretaries/Directorate Performance Managers regarding Consultant availability; additions to the waiting list ensuring replacement of cancellations are made to achieve full capacity. Identify bed availability for admissions in liaison with other relevant Departments
- Responsible for selecting patients for admission, ensuring all Access Policies and Procedures are complied with in order to allow all endoscopy sessions.
- Liaise with Endoscopy staff regarding availability of Specialist Equipment required for patients.
- Liaise with the Pharmacy Department regarding patient admission dates and upload onto HIS/On-Base prescription details for bowel preparation.
- Provide advice and guidance to patients regarding their admission details.
- Deal and direct all patient/client enquiries and correspondence to relevant departments in a timely manner.
Communications and Key Working Relationships
- Daily contact with Consultant/Nurse Teams working on the endoscopy pathway to organise/re-profile or flag up patient priorities to support the admissions process.
- Liaise with other non-clinical staff on the elective care treatment pathway to ensure patient progress and admission is in line with the Trust Access Policies & Procedures.
- Negotiate date of admission with patients in accordance with the Trust access policy for endoscopy clinical teams.
- Check patient admission offers and chase up outstanding offer responses. Collate and distribute weekly endoscopy admissions lists. Deal with patient correspondence/telephone queries in relation to elective admission, using the correct documents to deal with the various actions
- Good understanding of the PAS System, HIS, Endovault and other work-related systems in order to complete specified duties acquired through experience of
- specialist Gastroenterology/Colorectal/Endoscopy services. i.e. patient registration, end user letters, waiting list recording and administration.
Responsibility for Finance
- Ensure that the HCO Department is left secure and that the security system is operational.
- Responsible for identifying all stationery requirements relating to patient admissions.
- Ensure all Departmental equipment is fit for purpose, reporting any issues to Line Manager.
- Ensure that all pre-operative questionnaires are sent in the required time-scale and according to Departmental Policies & Procedures and responsible for following up any replies.
- Required to arrange appointments for patients once pre-colon clinic and ERCP pre-assessment nurse clinic has identified whether a patient requires Consultant Endoscopist or nurse-led appointment and ensuring the Admissions Manager System is updated with all relevant information.
- Provides accurate and consistent responses to requests for health records / x-Rays from both internal and external sources, in accordance with Records Management Policies.
- Maintains accurate and comprehensive records of all requests for health records/x-rays held in the Department whilst in compliance with all departmental policies and procedures.
- Retrieve and provides all health records/pathway documentation / x-Rays in accordance with standard operating procedures.
- Report any missing health records/pathway documentation / x-Rays to Line Manager as per Departmental Policies & Procedures recording accurate information on all appropriate documentation
Responsibility for Human Resources
- Maintain a self-development education and training portfolio, and to keep up to date with Professional Health Records & Data Processing and Analysis competencies as part of a continuing professional development plan.
- Attend Mandatory Training in order to become familiar with Trust Policies and Procedures.
- Ensure a high personal housekeeping standard.
- Any other duties appropriate to the grade.
- The range of duties and responsibilities outlined above are indicative only and are intended to give a broad flavour of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the postholder.
- The above duties do not necessarily represent a comprehensive list of the responsibilities of the post and may, from time to time, be varied following consultation with the postholder.
Responsibility for Health & Safety
- Have an understanding of health and safety, ethical and legal issues
- Display a professional attitude at all times when dealing with the general public and colleagues alike
- Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Job description
Job responsibilities
The main duties of this role are
Key results from the job holder
- Plan, organise and tailor specialist Endoscopy caseload for the consultant/endoscopist
- Analyse and gather diagnostics, pre-procedure and patient information to support eligibility for admission.
- Co-ordinate activities for assessment with the relevant clinical teams and conduct one-to-one meetings with consultant/endoscopy teams to agree TCI endoscopy lists.
Planning and Organisational Duties
- Ensure Consultant Management Reports/booking diaries are kept up-to-date and queries therefore are dealt with in a timely manner i.e. checking TCI eligibility, specialist theatre kit ordering etc
- Responsible for Direct Booking of Endoscopy lists and in-patient admissions and informing Clinical Teams of progress.
- Liaise with Medical Secretaries/Directorate Performance Managers regarding Consultant availability; additions to the waiting list ensuring replacement of cancellations are made to achieve full capacity. Identify bed availability for admissions in liaison with other relevant Departments
- Responsible for selecting patients for admission, ensuring all Access Policies and Procedures are complied with in order to allow all endoscopy sessions.
- Liaise with Endoscopy staff regarding availability of Specialist Equipment required for patients.
- Liaise with the Pharmacy Department regarding patient admission dates and upload onto HIS/On-Base prescription details for bowel preparation.
- Provide advice and guidance to patients regarding their admission details.
- Deal and direct all patient/client enquiries and correspondence to relevant departments in a timely manner.
Communications and Key Working Relationships
- Daily contact with Consultant/Nurse Teams working on the endoscopy pathway to organise/re-profile or flag up patient priorities to support the admissions process.
- Liaise with other non-clinical staff on the elective care treatment pathway to ensure patient progress and admission is in line with the Trust Access Policies & Procedures.
- Negotiate date of admission with patients in accordance with the Trust access policy for endoscopy clinical teams.
- Check patient admission offers and chase up outstanding offer responses. Collate and distribute weekly endoscopy admissions lists. Deal with patient correspondence/telephone queries in relation to elective admission, using the correct documents to deal with the various actions
- Good understanding of the PAS System, HIS, Endovault and other work-related systems in order to complete specified duties acquired through experience of
- specialist Gastroenterology/Colorectal/Endoscopy services. i.e. patient registration, end user letters, waiting list recording and administration.
Responsibility for Finance
- Ensure that the HCO Department is left secure and that the security system is operational.
- Responsible for identifying all stationery requirements relating to patient admissions.
- Ensure all Departmental equipment is fit for purpose, reporting any issues to Line Manager.
- Ensure that all pre-operative questionnaires are sent in the required time-scale and according to Departmental Policies & Procedures and responsible for following up any replies.
- Required to arrange appointments for patients once pre-colon clinic and ERCP pre-assessment nurse clinic has identified whether a patient requires Consultant Endoscopist or nurse-led appointment and ensuring the Admissions Manager System is updated with all relevant information.
- Provides accurate and consistent responses to requests for health records / x-Rays from both internal and external sources, in accordance with Records Management Policies.
- Maintains accurate and comprehensive records of all requests for health records/x-rays held in the Department whilst in compliance with all departmental policies and procedures.
- Retrieve and provides all health records/pathway documentation / x-Rays in accordance with standard operating procedures.
- Report any missing health records/pathway documentation / x-Rays to Line Manager as per Departmental Policies & Procedures recording accurate information on all appropriate documentation
Responsibility for Human Resources
- Maintain a self-development education and training portfolio, and to keep up to date with Professional Health Records & Data Processing and Analysis competencies as part of a continuing professional development plan.
- Attend Mandatory Training in order to become familiar with Trust Policies and Procedures.
- Ensure a high personal housekeeping standard.
- Any other duties appropriate to the grade.
- The range of duties and responsibilities outlined above are indicative only and are intended to give a broad flavour of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the postholder.
- The above duties do not necessarily represent a comprehensive list of the responsibilities of the post and may, from time to time, be varied following consultation with the postholder.
Responsibility for Health & Safety
- Have an understanding of health and safety, ethical and legal issues
- Display a professional attitude at all times when dealing with the general public and colleagues alike
- Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Person Specification
Knowledge
Essential
- Knowledge of healthcare records policies and their application
- Knowledge of work in endoscopy administration functions on Trust PAS systems and an understanding of how to apply this is practice.
- Data protection/ Caldecott and confidentiality codes of conduct
- Demonstrate knowledge of healthcare systems and processes
Desirable
- Knowledge of the Endoscopy suites at RAEI & Leigh
Skills
Essential
- Ability to communicate effectively at all levels.
- Ability to prioritise workloads and meet deadlines.
- Ability to multi task.
- Skills to use varying computer / office systems
- Ability to adapt work routines as required to provide service more efficiently and effectively
- Problem solver
Desirable
Experience
Essential
- To have experience of Patient Centre and administration systems and processes
- Working towards performance targets
- Experience of waiting list / endoscopy processes
Qualifications
Essential
- Educated to GCSE standard or equivalent NHS experience
- To hold NVQ 2 clerical qualification / ECDL or equivalent NHS experience
Desirable
- Clinical coding/medical terminology qualification
Additional
Essential
- Good attendance record
- Good time keeping
- Must be able to work flexibly and where appropriate cover annual leave or sickness.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Person Specification
Knowledge
Essential
- Knowledge of healthcare records policies and their application
- Knowledge of work in endoscopy administration functions on Trust PAS systems and an understanding of how to apply this is practice.
- Data protection/ Caldecott and confidentiality codes of conduct
- Demonstrate knowledge of healthcare systems and processes
Desirable
- Knowledge of the Endoscopy suites at RAEI & Leigh
Skills
Essential
- Ability to communicate effectively at all levels.
- Ability to prioritise workloads and meet deadlines.
- Ability to multi task.
- Skills to use varying computer / office systems
- Ability to adapt work routines as required to provide service more efficiently and effectively
- Problem solver
Desirable
Experience
Essential
- To have experience of Patient Centre and administration systems and processes
- Working towards performance targets
- Experience of waiting list / endoscopy processes
Qualifications
Essential
- Educated to GCSE standard or equivalent NHS experience
- To hold NVQ 2 clerical qualification / ECDL or equivalent NHS experience
Desirable
- Clinical coding/medical terminology qualification
Additional
Essential
- Good attendance record
- Good time keeping
- Must be able to work flexibly and where appropriate cover annual leave or sickness.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
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
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Royal Albert Edward Infirmary
Wigan Lane
Wigan
WN1 2NN
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
