Radiotherapy Booking Coordinator

Job description

Job responsibilities

Key Results Areas To manage a very diverse patient workload and throughput. To register patients and book all necessary RT appointments for patients on the appropriate computer system with reference to departmental protocols with an understanding of, and a commitment to, the smooth running of the RT patient pathway.

Coordinate the booking of appointments across a number of different areas both internally and externally to ensure a good patient experience. This will include working with the referring trust, the outpatient teams, and coordinating their pre-planning appointments and RT treatments. For patients who do not live in the local area accommodation will also need to be booked in conjunction with these appointments.

To work with the private patient service to ensure that their patients have a smooth pathway into the service and that appointments are booked at appropriate times.

To liaise with senior/superintendent planning radiographers to ensure that all booking forms are reviewed and an appropriate template selected. To prioritise booking forms according to protocols. To liaise with doctors regarding other treatment modalities such as surgery, chemotherapy, palliative care and others.

To coordinate patient appointments and liaise with Planning, Physics, and Treatment areas. To demonstrate knowledge of medical terminology to decide on the appropriate patient pathway.

To maintain a positive professional relationship with the Oncology Multi-Discipline team.

To raise queries on booking forms with medical staff and radiographers. To maintain the smooth running of the patient pathway, by exchanging medical and other information on patient treatment and facilitating any changes. To ensure that machine and other schedules are utilised efficiently.

To resolve complaints, enquiries, and requests from patients and to liaise with appropriate members of the multi-discipline team in dealing with these. To communicate effectively with those affected by cancer, chronic illness and bereavement. To deal with stress, aggression and hostility from patients, relatives, and friends in a professional manner. To anticipate and recognise barriers to communication, and issue resolution, whilst respecting the patients equality, diversity, mental health and human rights. To resolve queries and changes to patient appointments in conjunction with medical, senior radiography, senior Medical Physics staff and the A&C team.

To organise and maintain precise record keeping providing details of each individual patients position within the patient pathway for use by the multi-discipline team. To communicate information in accordance with and in a manner that is consistent with relevant legislation, policies and procedures. To monitor the processing of all RT bookings forms and draw to the attention of the RT Services Manager and the other superintendents any problems and delays.

To provide ongoing statistics and performance status information for the Quality Assurance Team and other members of the department senior staff. To participate in audits at the request of the Quality Assurance manager.

To constantly review, streamline and update the protocols, in order to improve delivery to patients and to trial these changes. To liaise with each department section to review and update protocols. To supervise any change implemented to the booking system. To contribute to and participate in the review of systems, policies and procedures in order to influence departmental changes.

To effectively train and provide information to others in the A&C team in order to maintain the workflow of the department during periods such as annual leave. Ensure cover staff are trained to effectively communicate, referring patients questions and issues to designated staff if they fall out of the scope of practice of the post holder.

To provide supervisory support for the RT Receptionist/planning coordinators and to deputise for the RT Admin, Clerical and Bookings Team Manager when required.

To disseminate to A&C and other radiotherapy staff training and experience to support them in their development and to assist their work demands. To update and maintain knowledge of relevant legislation, policies and procedures and to continuously improve skills through appraisal, supervision and training. To participate in all aspects of relevant KSF and PDR procedures.

To communicate with patients and their families, informing them of their appointments and responding to queries. Due to the nature of the treatment, and that many patients will be travelling in from a wide geographical area, they will need to have good interpersonal skills, with the ability to reassure and support patients who have concerns, and to liaise with them to ensure we have met their needs. To keep patients updated in the run up to their appointments.

Adhere to the Trusts Dress Code policy and ensure a smart and professional appearance at all times.

Person Specification

Knowledge and Qualifications

Essential

• Educated to GCSE and A level standard or equivalent
• NVQ Level 3 or equivalent

Desirable

• Willing to undertake further training

Experience

Essential

• Relevant previous experience of administrative work either within the NHS or in other institutions
• Experience of admin and filing work

Desirable

• Previous experience of hospital based systems or other in-house database systems (although training will be given)

Skills and Abilities

Essential

• Ability to speak, read and write English clearly

Desirable

• Microsoft Word Excel E-mail / Electronic Diary Powerpoint Internet/Intranet Access

Communication

Essential

• Effective communication skills at all levels both within the Trust and beyond

Personal and People Development

Essential

• Experience of working as a team member
• Ability to coordinate and train new staff

Desirable

• Experiencing in supervising or managing staff

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University College London Hospitals NHS Foundation Trust

Address

UCLH

235 Euston Road

London

NW1 2BU

Employer's website

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