Waiting List Co-ordinator, Gynaecology

Job description

Job responsibilities

Job Purpose

The purpose of this role is The 18 week pathway requires the NHS to measure the total period waited by each patient and to manage each patients journey from referral to treatment in a timely and efficient manner. Providing accurate information on how long pathways are is essential; improvements to services rely on information being reliable and being provided as close to real-time as possible, and external reports are produced and published so that patients can see how long they will wait at each Trust.

To enable the Trust to monitor, report and performance manage the 18 week target. Referral to treatment (RTT) data has to be recorded across all consultant led clinics and some other outpatient functions.

The role of the waiting list co-ordinator is to work with the medical secretaries, Consultants and Directorate Management within the service to validate data entered onto the hospital patient administration system about a patients waiting time, and to work with the medical secretaries to ensure that information is accurate and patients are seen in a timely manner. The waiting list co-ordinator will also review future outpatient appointments / clinical activity to ensure they are fully utilised.

Key Duties

Become an expert in 18-week rules and guidance.

Become an expert in the Trusts Access Policy.

Undertake extensive validation of data derived from medical records and Trust systems to ensure primary source items of dataset are accurate.

Ensure all outcomes for relevant patients are updated and entered the relevant system following hospital attendances.

To locate missing data by whatever process is necessary including working with medical secretaries, reviewing case notes etc.

To validate and enter 18-week RTT data accurately and efficiently onto the PAS (OASIS) & WREN for the monitoring of patients pathways and for the collection of statistics.

General Duties

To acquire and maintain knowledge and skills in the interpretation of relevant medical terminology.

To analyse and make informed decisions regarding patient pathways from viewing electronic clinical notes.

To identify and action data quality issues as appropriate.

Identify and amend inaccuracies on the PAS system accurately, including amending RTT / Clock periods.

To present validation of patients in weekly validation meeting with Directorate Management, highlighting any potential risks to RTT targets and taking responsibility to ensure actions generated are recorded accurately and completed promptly.

Always maintain strict codes of confidentiality and security as the nature of the work involves the handling and processing of sensitive personal data and adhere to the Data Protection Act.

To establish good working relationships with central validation team members, Outpatient booking coordinators and medical secretaries; providing support for any patient pathway decisions when necessary.

To support the Directorate in validation of the waiting list, promptly escalating any concerns to the management team as appropriate.

To contact patients by telephone to advise of future hospital outpatient appointments, including diagnostic testing; dealing efficiently and politely with queries regarding 18-week pathways and patient information.

To attend any meetings and training courses as relevant to the post.

To liaise with the Directorate Management team and medical secretaries to ensure that potential breaches are reviewed and timely action taken to avoid this wherever possible, including the early escalation of patients requiring surgical intervention.

To liaise with the Information Department and maintain a consistent flow of information between both departments regarding patient pathways.

To actively support the Directorate Management Team in identifying, reporting and resolving departmental issues to achieve a high standard of quality and completeness of RTT data.

To provide a regular forward look of Gynaecology Outpatient Clinics; escalating under- utilised slots/ sessions to Outpatient Booking Team and where appropriate the Directorate Management team so that action can be taken.

To develop and maintain effective working relationships with other staff in the department and the Trust.

To complete clinic outcome forms, as required.

To handle enquiries from patients, GPs, other hospitals, and Consultants, initiating appropriate responses

To liaise with Health Records, Outpatients, Radiology, and other relevant internal and external departments regarding patient care

To provide cover is provided for other members of the Gynaecology admin team during periods of absence through holiday or sickness.

Outpatient appointments and waiting lists are computerised. The post holder will need to liaise with the appropriate manager of the systems and comply will Trust policies.

To take an active part in team meetings, sharing information and raising issues relating to quality or areas for improvement, and suggesting possible solutions.

To report faults with equipment, as required.

To observe absolute confidentiality of all information obtained in the course of your work

To report any accident or untoward incidents or complaints.

To act always in a manner which will promote a good image of the department.

To undertake other duties commensurate with the post and grade as requested by the Directorate Management Team within the constraints of the existing workload.

Person Specification

Qualifications

Essential

• GCSE English and Maths at grade C or above, or equivalent.

Desirable

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

Other 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.
• Awareness of good Health & Safety Protocols.

Trust Values and Behaviours

Essential

• Able to demonstrate our Trust values and behaviours: -
• Being open and honest we all communicate clearly and honestly, asking for help when we need it, and making it easier for the people around us to share ideas and concerns.
• Ensuring people feel cared for we all take responsibility for actively supporting and nurturing a kind and compassionate environment for ourselves and others.
• Showing respect for everyone we all act with consideration and fairness, valuing each other as individuals and appreciating our different perspectives.

Personal Qualities

Essential

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

Experience

Essential

• Previous administrative, secretarial, or clerical experience
• Previous experience of working to, and meeting, deadlines

Desirable

• Experience of working within Obstetrics & Gynaecology.
• NHS experience in RTT pathways

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, WREN, ICE.
• Experience in database input / management of records
• Demonstrable knowledge of Gynaecological RTT Pathways.

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)