Booking Coordinator, Gynaecology

Job description

Job responsibilities

Listen and advise on patient queries regarding appointments.

Ensure patients receive the correct instructions and correspondence related to their specific procedure.

To receive new referrals for procedures (repeats and first time referrals) and ensure they are added to the waiting list within agreed timescales.

To book patients for appointments in a professional and timely manner.

Administer booking process for elective/surveillance admissions, generating patient letters and notifying non-responders of their removal from waiting lists. Notify Consultant secretaries/GPs of non-responders for further action.

Maintenance of Patient Administration System (Oasis) records and the scheduling records to ensure a full audit trail is available for each patient.

To ensure that confirmed bookings are added to OASIS, the scheduling system and the reporting system.

To record any offers or decline dates for procedures on OASIS. In particular recording information to assist with diagnostic and 18 week targets.

To organise and send the necessary correspondence and/or documentation. This will involve using the Patient Administration System (Oasis).

To monitor and action Patient Tracking Lists (PTLs), informing the Directorate Support Manager/Directorate Manager of any potential breaches as soon as possible.

To receive and action requests to cancel or reduce clinic sessions. Input these details onto the scheduling system to ensure that no patients are booked onto unstaffed sessions.

To search for the next available booking slot to ensure that patients are offered the earliest possible date within the maximum waiting time, according to the booking rules and priority category.

To ensure that the Directorate Support Manager is informed well in advance if the waiting time is likely to go over the maximum wait or if cancelling a session will lead to a waiting time breach.

To manage and administer the waiting lists for the Urodynamic and Pessary service, selecting, sending for and booking patients in chronological order and according to prioritisation. The waiting list must be kept accurate and up to date at all time.

To reschedule or cancel admissions at the patient or hospitals request, ensuring that OASIS, the scheduling system are kept up to date.

Confirm cancellations and rescheduled dates in writing to the patients.

To check all patient details are correctly maintained on the PAS when negotiating TCIs with patients. Register new patients as required.

To ensure that all sessions are appropriately filled with patients according to the agreed booking rules and ensuring that cancellations are re-filled.

To ensure all short notice vacant slots are filled. To collect any DNAs from the department each day and take appropriate action, such as re-booking with patients over the phone or sending standardised removal from the waiting list letters

Identify and inform the Directorate Support Manager of problems with planning and procedural processes which may affect the smooth running of the department.

Assist other members of the booking team as and when required.

Ensure that the team is able to cover the bookings in the absence of the post holder.

To undertake medical audio/copy typing including outpatient letters to GPs, discharge summaries and other official correspondence. To use own initiative to ensure that necessary investigations, procedures or further appointments referred to in correspondence have been actioned.

Other general administration duties undertaken in the booking offices.

Person Specification

Skills/Knowledge

Essential

• Understanding and working knowledge of Microsoft Office Packages and IT systems
• Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties
• Excellent verbal and written communication skills
• Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities
• Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively

Desirable

• Knowledge or familiarity with key NHS systems i.e., PAS, Bluespier, CLIP
• Awareness of good Health & Safety Protocols
• Experience in word processing, audio, copy typing skills

Experience

Essential

• Previous administrative, secretarial, or clerical experience

Desirable

• Experience of working within Obstetrics & Gynaecology
• Understanding of NHS reporting requirements i.e..18 weeks RTT

Personal Qualities

Essential

• Able to work collaboratively as part of a team
• Always demonstrates a high level of professionalism
• Compassionate when dealing with patients and their families
• Adaptable and flexible to everchanging situations

Desirable

• Capable of working independently, taking initiative to handle tasks proactively

Qualifications

Essential

• GCSE/CSE A-C Grade in English & Maths

Desirable

• RSA II Typing
• Desire to work towards Amspar Diploma or equivalent qualification

Other Job Requirements

Essential

• Handles high pressured situations with composure and maintains a positive attitude.
• Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
• Must always maintain confidentiality when handling sensitive information and patient data.

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

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

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