Job summary
Are you an organised and compassionate individual looking for a rewarding role in a fast-paced healthcare environment? We are seeking a Medical Day Unit Coordinatorto provide vital administrative and reception support to ourMedical/Oncology Day Unit team.
This is an exciting opportunity to be at the heart of patient care, ensuring a smooth and efficient service for patients, families, and clinical teams.
What You'll Be Doing:
- Acting as the first point of contact for patients and visitors, providing a warm and professional welcome.
- Processing referrals in line withPatient Access PolicyandReferral to Treatment (RTT) guidance.
- Coordinating and managing clinics to support efficient patient flow.
- Responding to enquiries from patients and their families
- Offering vitaladministrative support to the ward manager, handling patient enquiries, and liaising with clinicians daily.
What We're Looking For:
We need anenthusiastic, organised, and proactive individual who can work independently and as part of a team. You'll thrive in a busy environment and be confident in prioritising tasks while maintaining a patient-centred approach.
Why Join Us?
- Be part of afriendly and supportive teamdedicated to delivering excellent patient care.
- Make a real difference to thepatient experiencein a key frontline role.
If you're ready for a new challenge and want to contribute to outstanding patient care, we'd love to hear from you.
Main duties of the job
MAIN DUTIES & RESPONSIBILITIES
To communicate with patients concerning their appointments and treatment
Manage all relevant enquiries from patients, relatives, other professionals, doctors, nurses and consultants from other hospitals, resolving problems where possible and ensuring that any issues are escalated where necessary
Respond to patients telephoning to self-refer when unwell and access appropriate professional advice from consultants, nurse specialists or nursing team, exercising independent judgement
Arrange the booking of all appointments using multiple systems. These appointments may be complex in nature and cover a period of treatment where there will be multiple health professionals involved in the patient's care. Significant judgement is required to ensure they are booked appropriately and in the correct sequence in accordance with agreed requirements and protocols
Co-ordinate and book numerous clinics running simultaneously including haematology, oncology, rheumatology, nurse led, treatment sessions and chemotherapy day cases
Create new clinics and amend existing clinics as services require. Cancel and rearrange clinics as services require.
About us
The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
CARE that is evidence based, high quality and compassionate
SAFETY that is of the highest standards
COMMUNICATION that is open, inclusive and respectful
SYSTEMS that are efficient, patient centred and reliable
PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
Provide and receive routine information requiring tact or persuasive skills, i.e. patients wishing to change appointments or requesting to be seen sooner
Ensure correct coding information is inputted onto the system in a timely manner following patient attendance in clinic
Input treatment coding for new treatments including chemotherapy and transfusions, registering new day cases for treatment
Deal with any difficulties relating to the clinics, referring to a higher level if required and making suggestions for improvement
Book appointments for target patients using the electronic booking system following triage by the consultant, ensuring the dates offered are within national target timescales for cancer waiting times, then contacting the patient to confirm
To ensure good communications and effective relationships are maintained both within the clerical team and other health professionals internal and external to the Trust in order to provide an effective service
To show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in a professional and empathetic manner
To observe the welfare of the patients in the waiting or reception area and report and act upon any concerns
To register any new clinic patients referred from within the Trust onto the hospital administrative system and book appointments for these within the specified timescales, escalating any capacity issues to the operational manage
To register, book and code new treatments referred within the Trust and other hospitals
Ensure clinic attendances and outcomes are recorded in a timely manner
Generate clinic lists in advance of the clinics
Identify and move patients appointments appropriately when there are clinic capacity issues, to ensure that cancer patients are seen within specified timescales
Manage the day case waiting list for patients on ongoing short/long-term treatments ensuring capacity is fully utilised and raising any capacity issues to the ward sister
Act as the first point of contact for administrative decisions on patient appointments
Be responsible for own day to day work and activities and any tasks allocated by ward manager, operational manager, consultants or nurse specialists
Propose changes to practice and procedures and implement reception and administrative procedures for the unit
Suspend and cancel clinics in accordance with annual leave of clinical staff and rearrange patient appointments as necessary
Implement the policy for patients who do not attend (DNA) their appointment
To have a clear understanding of RTT and cancer waiting time targets and utilise reports effectively
Job description
Job responsibilities
Provide and receive routine information requiring tact or persuasive skills, i.e. patients wishing to change appointments or requesting to be seen sooner
Ensure correct coding information is inputted onto the system in a timely manner following patient attendance in clinic
Input treatment coding for new treatments including chemotherapy and transfusions, registering new day cases for treatment
Deal with any difficulties relating to the clinics, referring to a higher level if required and making suggestions for improvement
Book appointments for target patients using the electronic booking system following triage by the consultant, ensuring the dates offered are within national target timescales for cancer waiting times, then contacting the patient to confirm
To ensure good communications and effective relationships are maintained both within the clerical team and other health professionals internal and external to the Trust in order to provide an effective service
To show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in a professional and empathetic manner
To observe the welfare of the patients in the waiting or reception area and report and act upon any concerns
To register any new clinic patients referred from within the Trust onto the hospital administrative system and book appointments for these within the specified timescales, escalating any capacity issues to the operational manage
To register, book and code new treatments referred within the Trust and other hospitals
Ensure clinic attendances and outcomes are recorded in a timely manner
Generate clinic lists in advance of the clinics
Identify and move patients appointments appropriately when there are clinic capacity issues, to ensure that cancer patients are seen within specified timescales
Manage the day case waiting list for patients on ongoing short/long-term treatments ensuring capacity is fully utilised and raising any capacity issues to the ward sister
Act as the first point of contact for administrative decisions on patient appointments
Be responsible for own day to day work and activities and any tasks allocated by ward manager, operational manager, consultants or nurse specialists
Propose changes to practice and procedures and implement reception and administrative procedures for the unit
Suspend and cancel clinics in accordance with annual leave of clinical staff and rearrange patient appointments as necessary
Implement the policy for patients who do not attend (DNA) their appointment
To have a clear understanding of RTT and cancer waiting time targets and utilise reports effectively
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in English Language and Maths
Desirable
- Business and Administration Level 3 NVQ or equivalent experience
Knowledge
Essential
- Clerical/administrative experience including filing and/or reception
- Experience of dealing with the public, both on the telephone and in person
Desirable
- Previous NHS experience
- Experience of using a Patient Administration System
Skills
Essential
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressures and meet deadlines whilst maintaining a high standard of accuracy
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work alone using own initiative if required
- Confidence to handle difficult conversations with patients, relatives and carers
- Effective organisational skills
- Good IT skills including Microsoft packages
- Attention to detail
Desirable
- Working knowledge of outpatients policies and procedures
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in English Language and Maths
Desirable
- Business and Administration Level 3 NVQ or equivalent experience
Knowledge
Essential
- Clerical/administrative experience including filing and/or reception
- Experience of dealing with the public, both on the telephone and in person
Desirable
- Previous NHS experience
- Experience of using a Patient Administration System
Skills
Essential
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressures and meet deadlines whilst maintaining a high standard of accuracy
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work alone using own initiative if required
- Confidence to handle difficult conversations with patients, relatives and carers
- Effective organisational skills
- Good IT skills including Microsoft packages
- Attention to detail
Desirable
- Working knowledge of outpatients policies and procedures
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.
