Job responsibilities
This position is part of the team specifically supporting radiotherapy services. Themain responsibilities are:To receive and record Brachytherapy radiotherapy referralsTo support and co-ordinate the Brachytherapy services Multi-Disciplinary Team (MDT) Meetings.To book and agree pre-treatment and treatment appointments for all NHS and private patients including Brachytherapy patients requiring Radiotherapy. The post holder is required to liaise with clinicians, section managers andother disciplines to formulate the correct patient pathway, whilst adhering to the cancer wait targets. The post holder will be responsible for ensuring the private patients have a smooth service and that the relevant insurance details are logged in preparation for billing. The post holder may be asked to prepare the invoices at the end of a private patients treatment. The post holder will be required to work within a radiotherapy bookings team, which will include rotational senior administrators.Other key tasks will include; patient registration onto the radiotherapy database, development and delivery of training of their expertise to other senior administrators. In addition you may assist patients and visitors to the centre by working on the reception desk and help support other admin tasks, when required.The post holder will be a good communicator and will use verbal and written communication skills with patients and a variety of other disciplines within the department, and wider trust; including for example, clinical measurements and chemotherapy.Participation in the radiotherapy administrative teams wider service provision, including extended-day cover on a rotational basis will be required.The post holder will be required to work flexibly; by supporting the needs of the service and be aware that the radiotherapy service is open from 8 am until 7 pm, with the booking team being available from 8 am 5 pm. They will be aware that occasional work outside of these times and during weekends or public holidays will be required.The Royal Surrey Cancer Centre Radiotherapy Department is based at the Royal Surrey County Hospital in Guildford and operates a satellite service from the East Surrey Hospital in Redhill. This post is based at the Royal Surrey hospital but may include attendance at both sites.
In accordance with Cancer Waiting Times Standards track all patient pathways referred into the Brachytherapy service from the decision to treat through to treatment by interpreting patient notes, pathology reports, radiology reports and multi-disciplinary team meeting notes.Have an in-depth understanding of Brachytherapy and radiotherapypathways, and use of the radiotherapy database to ensure that patients are registered correctly, and appointments are booked in accordance with the national and departmental waiting times.
Liaise closely with Consultants, Brachytherapy Clinical Fellow, Secretaries, radiotherapy department managers, planning team and medical physics to ensure patients appointments fit around targets, clinician leave, planning and machine resources. Distribute the weekly Brachytherapy services Patient Discussion List to all attendees of the Brachytherapy MDT via email. Ensure relevant case notes, results, previous MDT pro-formas etc are available for the weekly Multi-disciplinary team meetings.Prepare the pro-forma documentation for the MDT meeting from information extracted from patient notes, pathology and radiology reports and file a copy of this in the patients file after the meeting when a treatment decision has been made. Liaise with departments outside of oncology, such as clinical measurements and chemotherapy to co-ordinate appointments.Take calls or emails and then gather the required information and liaise with medical staff, department managers and hospital transport to ensure emergency patients are dealt with efficiently and smoothly.Deal with telephone queries from patients and other parties regardingtreatment schedules efficiently and effectively.Meet and greet private patients at their initial visit to radiotherapy, ensuring the relevant insurance details are provided and the patients understand and sign agreement to undertake private radiotherapy.Liaise with the finance department and private health insurers, for private patients to obtain authorisation codes.To review the completed treatment activity details in a timely, organised and precise manner in order to facilitate the efficient invoicing of private patient accounts when covering the Private Radiotherapy Service. They will also communicate with the Finance Department on issues relating to private patient invoices, and communicate with insurers to resolve problems, should they arise, for authorisation of treatment.Undertake patient-facing tasks including working on reception when required.Responsible for training administrative staff on the booking systems andsigning competencies once achieved. Demonstrate their own activities to other employees or to students, and coordinate the work of junior staff as required. This will relate to the post holders normal area of work.Receive and process radiotherapy referrals in a timely manner, thus allowing this information to be used to monitor and collect data to produce monthly statistical analysis for the Radiotherapy Services Manager, Finance Department, or ad hoc reports as required. A core function of the role will be the use of Trust and Departmental IT systems.To demonstrate their developed physical skills to fulfil duties where there is a specific requirement for accuracy and speed, e.g., booking, cancelling and rescheduling of patients on ARIA, ensuring no patient is given an appointment on occasions when a treatment resource (such as Linear Accelerator) is unavailable, with guidance as necessary from the pre-treatment/treatment section managers or other appropriate radiographers.To demonstrate their ability to make judgements involving facts or situations, some requiring analysis. This may be evidenced by the post holder interpreting referral information and scheduling appointments and pathways in order to prevent cancer target breaches and liaising with the appropriate members of staff if this is not possible.To plan and organise complex tasks, activities or programmes, some of which will be ongoing, such as the prioritisation of the referrals received to meet the cancer targets.Develop robust and effective communications between you and patients/other staff.To provide non-clinical advice and guidance to patients and relatives via one to-one, face-to-face meetings, or via the telephone, whilst makingappointments, booking hospital transport or working on the Radiotherapy Reception desk. To undertake surveys or audits, as necessary, within their own workenvironments, e.g., to test effectiveness of new procedures and completesurveys, e.g., staff surveys.To work within the scope and practise outlined by approved procedures,policies, work instructions, standard operating procedures (SOPs), goodpractice, established precedents and understand what results or standards are to be achieved. o write, review and keep up-to-date policies, documents, training guides and introduce developments within the bookings team to aid effective work procedures.
