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London North West University Healthcare NHS Trust

Access Coordinator - Endoscopy

Information:

This job is now closed

Job summary

  • Responsibility for co-ordination of patient's elective admission.
  • Responsibility for daily liaison with consultants and surgeons across sites to ensure elective inpatient theatre sessions are consistently booked with maximum utilisation, taking into consideration both clinical urgency and time on the waiting list.
  • Be responsible for monitoring / auditing trust data received from the Performance / Information department and managing waiting lists to ensure no patients breach the national access, booking and choice targets, working in line with the Trusts' Patient Access Policy. To ensure synchrony between outpatient waiting list and inpatient waiting list to enable tracking of patient pathway target times for the national 18 week pathway. This will require extensive joint working with colleagues across LNWUH NHS Trust.

Main duties of the job

  • Responsible for booking pre-assessment and associated appointments in a timely manner and adjust lists as required if any patients fail pre-assessment or swabs.
  • Responsibility for ensuring special/individual equipment for theatres is ordered in a timely fashion to ensure no patient cancellations are received due to lack of equipment. Ensure correct transport is booked for appropriate patients.
  • Liaise closely with Bed Management Teams, Wards, Pre-operative Assessment nurses, senior management and clinicians, PAS team and Theatre Co-ordinators and management
  • To liaise with Theatres to be aware of any patients cancelled on the day or who do not attend and to take the appropriate action to rebook or discharge.
  • To working closelywith the PPWT team to ensure that funding for specifiedtheatre procedures is appropriately sought in accordance with guidelines.
  • Effectively use digital platforms to streamline pre-assessment and scheduling pathways

To view the main responsibility, please see the attached the Job Description and Person Specification

About us

London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond.

Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.

We run major acute services at:

  • Northwick Park Hospital: home to one of the busiest emergency departments (A&E) in the country. The hospital provides a full range of services including the country's top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK
  • St Mark's Hospital: an internationally renowned specialist centre for bowel disease
  • Ealing Hospital: a busy district general hospital providing a range of clinical services, as well as 24/7 emergency department and urgent care centre, and specialist care at Meadow House Hospice
  • Central Middlesex Hospital: our planned care site, hosting a range of surgical and outpatient services and collocated with an urgent care centre.

We are a university teaching NHS trust, in recognition of the important role we play in training clinicians of the future and bringing the benefits of research to the public.

Details

Date posted

16 February 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£29,460 to £31,909 a year pa incls

Contract

Permanent

Working pattern

Full-time

Reference number

337-NP-7167AC-A

Job locations

St Mark's Hospital

Watford Road

Harrow

HA1 3UJ


Job description

Job responsibilities

Booking & Scheduling

  • The post-holder will be responsible for ensuring that elective theatre lists are compiled and updated on iCS (or any other Trust systems) and reviewed/signed off by the relevant surgical teams/General Management.
  • Contact patients offering them a choice of admission dates and agree with them the date of admission in line with the Patient Access Policy.
  • Create a waiting list entry for patients requiring admission.
  • To ensure correct OPC code is used for waiting list entries.
  • Schedule patient appointments ensuring patients are fully booked on iCS and ensure a confirmation letter is sent or that patients are telephoned if booking at short-notice.
  • Responsible for booking patients in chronological order or in order of clinical urgency.
  • Lead responsibility for booking procedures ensuring that theatre capacity is proactively and efficiently utilised.
  • Book HDU and ITU beds according to the nature of procedure or if requested by Surgical team
  • Undertake the booking of elective admissions for cancer patients and liaise closely with Cancer MDT Co-ordinators to ensure that these are scheduled appropriately within the cancer pathway targets.
  • Book new appointments for Pre-operative assessment (POA) at least two weeks before surgery, ensuring that capacity is proactively and efficiently used and patients booked in advance of surgery.
  • Book Covid swab appointments three days before surgery.
  • Ensure that any instructions that have been communicated from the pre-operative assessment are actioned.
  • Re-book patients in line with the 28 day cancellation breach date guidelines if cancelled on the day by hospital.
  • Liaison with other specialties, plastics, cardiology etc., for the scheduling of complex multi surgeon cases.
  • Ensure impact of the scheduling utilisation and case mix is understood and integrated into the capacity planning process.
  • To keep up to date account of consultant and team leave and positively confirm list status six weeks in advance.

Waiting list Management and Validation

  • Proactively manage the elective patient pathways to avoid breach targets and take steps to resolve any issues e.g. 28 day cancelled operations.
  • Fully understand 18 weeks referral to treatment (RTT) rules and use them to manage all elective patient journeys.
  • Lead responsibility to identify and report any issues to the relevant manager which compromise delivery of the 18.week RTT pathway, e.g. lack of capacity either for surgery or POA.
  • To understand cancer and diagnostics targets and how it relates to scheduling of patients.

To view the main responsibility, please see the attached the Job Description and Person Specification

Job description

Job responsibilities

Booking & Scheduling

  • The post-holder will be responsible for ensuring that elective theatre lists are compiled and updated on iCS (or any other Trust systems) and reviewed/signed off by the relevant surgical teams/General Management.
  • Contact patients offering them a choice of admission dates and agree with them the date of admission in line with the Patient Access Policy.
  • Create a waiting list entry for patients requiring admission.
  • To ensure correct OPC code is used for waiting list entries.
  • Schedule patient appointments ensuring patients are fully booked on iCS and ensure a confirmation letter is sent or that patients are telephoned if booking at short-notice.
  • Responsible for booking patients in chronological order or in order of clinical urgency.
  • Lead responsibility for booking procedures ensuring that theatre capacity is proactively and efficiently utilised.
  • Book HDU and ITU beds according to the nature of procedure or if requested by Surgical team
  • Undertake the booking of elective admissions for cancer patients and liaise closely with Cancer MDT Co-ordinators to ensure that these are scheduled appropriately within the cancer pathway targets.
  • Book new appointments for Pre-operative assessment (POA) at least two weeks before surgery, ensuring that capacity is proactively and efficiently used and patients booked in advance of surgery.
  • Book Covid swab appointments three days before surgery.
  • Ensure that any instructions that have been communicated from the pre-operative assessment are actioned.
  • Re-book patients in line with the 28 day cancellation breach date guidelines if cancelled on the day by hospital.
  • Liaison with other specialties, plastics, cardiology etc., for the scheduling of complex multi surgeon cases.
  • Ensure impact of the scheduling utilisation and case mix is understood and integrated into the capacity planning process.
  • To keep up to date account of consultant and team leave and positively confirm list status six weeks in advance.

Waiting list Management and Validation

  • Proactively manage the elective patient pathways to avoid breach targets and take steps to resolve any issues e.g. 28 day cancelled operations.
  • Fully understand 18 weeks referral to treatment (RTT) rules and use them to manage all elective patient journeys.
  • Lead responsibility to identify and report any issues to the relevant manager which compromise delivery of the 18.week RTT pathway, e.g. lack of capacity either for surgery or POA.
  • To understand cancer and diagnostics targets and how it relates to scheduling of patients.

To view the main responsibility, please see the attached the Job Description and Person Specification

Person Specification

Education/ Qualifications

Essential

  • oNVQ 4 in customer care or equivalent qualification or experience

Knowledge & Experience

Essential

  • oExperience in a patient/customer facing role oNHS experience oUnderstanding of confidentiality and data protection act oKnowledge of booking patient appointments data recording system oKnowledge of RTT pathways and targets oAccurate data entry and keyboard skills oKnowledge of Microsoft Office

Skills, Abilities and Attributes

Essential

  • oAbility to type to a reasonable speed to achieve at least 30 words per minute oStrong IT skills oExcellent communication and interpersonal skills, including a good telephone manner oAbility to prioritise workload and work on own initiative. oExcellent organisational and numerical skills oExcellent verbal and written communication skills oAbility to prioritise work and approach new tasks flexibly oProblem solving skills oAbility to demonstrate a polite and sympathetic manner to patients and staff oAbility to work as an effective team member and without supervision as necessary oAbility to prepare clear and accurate information oAbility to work effectively in a stressful and pressurised environment. oAttention to detail and accuracy oGood time management skills oFlexible and adaptable and a positive approach to change oPunctual and well presented oAble to learn new skills

HEART VALUES

Essential

  • Demonstrate commitment to Trust HEART values - Honesty, Equity, Accountability, Respect, and Teamwork.
Person Specification

Education/ Qualifications

Essential

  • oNVQ 4 in customer care or equivalent qualification or experience

Knowledge & Experience

Essential

  • oExperience in a patient/customer facing role oNHS experience oUnderstanding of confidentiality and data protection act oKnowledge of booking patient appointments data recording system oKnowledge of RTT pathways and targets oAccurate data entry and keyboard skills oKnowledge of Microsoft Office

Skills, Abilities and Attributes

Essential

  • oAbility to type to a reasonable speed to achieve at least 30 words per minute oStrong IT skills oExcellent communication and interpersonal skills, including a good telephone manner oAbility to prioritise workload and work on own initiative. oExcellent organisational and numerical skills oExcellent verbal and written communication skills oAbility to prioritise work and approach new tasks flexibly oProblem solving skills oAbility to demonstrate a polite and sympathetic manner to patients and staff oAbility to work as an effective team member and without supervision as necessary oAbility to prepare clear and accurate information oAbility to work effectively in a stressful and pressurised environment. oAttention to detail and accuracy oGood time management skills oFlexible and adaptable and a positive approach to change oPunctual and well presented oAble to learn new skills

HEART VALUES

Essential

  • Demonstrate commitment to Trust HEART values - Honesty, Equity, Accountability, Respect, and Teamwork.

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

London North West University Healthcare NHS Trust

Address

St Mark's Hospital

Watford Road

Harrow

HA1 3UJ


Employer's website

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

Employer details

Employer name

London North West University Healthcare NHS Trust

Address

St Mark's Hospital

Watford Road

Harrow

HA1 3UJ


Employer's website

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

Employer contact details

For questions about the job, contact:

Assistant Service Manager

Minali Patel

minali.patel@nhs.net

Details

Date posted

16 February 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£29,460 to £31,909 a year pa incls

Contract

Permanent

Working pattern

Full-time

Reference number

337-NP-7167AC-A

Job locations

St Mark's Hospital

Watford Road

Harrow

HA1 3UJ


Supporting documents

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