Job responsibilities
Job Purpose
The post holder will be responsible for organising referrals
and selecting patients from the waiting list so that appointments are made
within the required waiting time targets. Also co-ordinate rescheduling of
appointments and setting up clinic template with agreed booking rules.
Key Duties
To ensure that referrals are added to the outpatient waiting
list and that clinical staff prioritise these within the agreed timescales
To ensure that patients receive an acknowledgement letter or
are immediately appointed in line with agreed booking arrangements,
administrative procedures and the patient access policy.
To ensure that patients are selected from the waiting lists
in chronological order and appointed according to the prioritisation given by
the medical staff
To administer the waiting lists using the partial booking
process, ensuring that all patients are invited, reminded and removed within
the correct timescales
To ensure that any patients who request removal following
validation are removed and the clinical staff informed
To ensure that systems are in place to monitor utilisation
of appointment slots, raising any concerns regarding overbooking / underbooking
with the relevant Directorate Manager or clinician.
In liaison with the Directorate managers and clinicians,
ensure that clinic booking rules are up to date, communicated and adhered to
when dealing with referrals and making new or follow up appointments.
To ensure that written and verbal requests for further
appointments are actioned promptly in line with booking rules.
To action changes to individual appointments whilst ensuring
that patients are seen within the agreed clinical priority and that written
confirmation is immediately sent
Following Directorate and Booking Services Management
approval, set up clinics for new consultants on OASIS, ensuring that templates
are designed according to any booking rules provided by the Directorate.
To ensure that the e-RS system reflects the clinic booking
templates.
To ensure that the new templates checklist is completed so
that all systems are up to date
To ensure that all requests for changes to
clinics/rescheduling are actioned promptly. Where less than 6 weeks notice is
given, ensure that the approval process is followed
To telephone patients, often at short notice, to offer them
appointments or cancel their appointments due to unplanned clinical leave
To escalate to the relevant managers when there is a
capacity problem.
To complete the required waiting list analysis each week,
from the PTL (patient tracking lists) and the OASIS (patient administration
database) system.
To calculate where there are likely to be potential breaches
and ensure that Directorate Managers are informed of potential problems with
long wait breaches.
To ensure that letter, telephone and face to face
communication with patients, Colleagues and managers is professional, timely
and in line with booking services policies and procedures.
To respond to any queries and complaints from patients,
managers or clinicians regarding clinics, referrals, bookings and waiting
times, ensuring that any serious issues are passed on to the appropriate
manager
To liaise with GPs, Managers, Clinicians and administrative
staff regarding referrals, bookings and waiting times.
To ensure that Xerox are provided with appropriate
information regarding patients and clinics, in order to carry out their work
effectively and safely.
To ensure that referrals are prepared ready for scanning
into eZ notes (electronic case notes)
To provide information from OASIS on a routine and adhoc
basis to staff throughout the Trust, such as inpatients listings, waiting for
review lists, and vacancy summaries.
To set up and maintain a work schedule that ensures all work
is prioritised and delivered within the required timescales each week, in
particular during holiday periods when replacement cover is unlikely to be
provided
To ensure that all patients recorded data in manual and
computerised systems is dealt with in accordance with agreed policies and
procedures.
To ensure that all policies and procedures are adhered to
and training undertaken where new policies and procedures are implemented. In
particular, those for Health Records, confidentiality and information security.
To ensure that general administrative work associated with
referrals, appointments and waiting lists is undertaken according to booking
service standards.
To provide cover for colleagues on site and any role within
booking services team as and when required.
Carry out any other duties, within the grade, as requested
by the Booking Services Management Team.
Vision and Values
The Trust aims to provide local services for local people.
It has developed its vision to reflect this commitment.
To continue to be the major provider of acute/specialist
services for the people of Worcestershire (and wider) with a strong reputation
for providing outstanding, high quality, reliable, accessible and integrated
healthcare for local people
Driving this commitment is a set of Trust-wide values,
developed by the Trusts staff:
PatientsPatients at the centre of all we do everyone
is entitled to privacy, dignity and compassion
RespectTreating everyone patients, colleagues and the
public as you would want to be treated yourself
Improve/InvolveThe best patient pathways, thinking
innovatively, valuing patients and involving stakeholders
DependableDriving safe, quality care, getting things
right first time, learning from mistakes, dependable services with good
communication
EmpowerStaff take personal responsibility for their
actions, challenging if something is not right.
Standard Clauses
The purpose of this post should remain constant, but the
duties and responsibilities may vary over time within the overall role and
level of the post. The post holder may from time to time be asked to undertake
other reasonable duties. Any such changes will be made in discussion with the
post holder in the light of service needs.
Competence
The post holder is responsible for limiting his / her
actions to those which s/he feels competent to undertake. If the post holder
has any doubts as to his or her competence during the course of his / her
duties then s/he should immediately speak to their line manager or supervisor.
Codes of conduct
All employees of the Trust who are required to be registered
with a professional body, to enable them to practise within their profession,
are required to comply with their code of conduct and requirements of their
professional registration. Those staff that are not required to be registered
with a professional body are required to comply with the Trusts codes of
conduct.
Confidentiality
The post holder must maintain confidentiality, security and
integrity of information relating to patients, staff and other Health Service
business.
