Scheduler

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

The scheduling of patients SACT treatment, and Outpatients appointments, communicating with patients and relatives both face to face and on the phone, ensuring patients receive their appointments in a timely manner. Other administration skills will be required.

It requires the individual to meet deadlines for appointments and targets, to communicate well with all members of the multidisciplinary team, patients, and their relatives and to act in a professional, courteous manor at all times.

KEY ROLE DIMENSIONS

Communication & Relationship Skills

Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format

Communicate complex information about chemotherapy appointment schedules to patients

Communicate with patients who may be anxious, angry or upset

Exchange relevant information with GPs and other health professionals

Deal compassionately with distressing situations

Liaise with other members of staff regarding case notes and patient visits

Maintain patient confidentiality at all times

Analytical & Judgmental Skills

Resolve issues arising in own role, such as cancellation of patient appointments and missing patient notes

Use own initiative to liaise with clinical staff where necessary regarding patient queries

Use patient information systems to assist patients and staff with solving issues

Apply knowledge to correctly code treatment appointments and first definitive treatments

Assess patients demographic details and alert management if they do not reach eligibility criteria for treatment in the NHS

Planning & Organizational Skills

Plan for patient admissions, appointments, and discharge

Clinic preparation to ensure that all clinical notes and forms are present

Make alterations to clinic structure to accommodate arrival of unexpected patients

Use the iQemo scheduling system to book patients for treatment.

Re-arrange clinics to accommodate staff absence

Ensure that annual leave does not occur at the same time as colleagues

Provide cover for colleagues across the Division and at other trusts who deliver chemotherapy activity in times of sickness and annual leave therefore will be familiar with systems and processes in all areas.

Physical Skills

Work in patient information system, requiring standard keyboard skills

Use office equipment including PCs, fax machine, and phones

Responsibility Patient/Client Care

Provide comprehensive advice to patients/relatives regarding appointments

Signpost patients to other areas of hospital

Responsibility Policy & Service Development

Follow all relevant policy and legislation

Work collaboratively with colleagues to ensure policies are adhered to

Responsibility Financial & Physical Resources

Handle financial donations, frequently made by patients visiting the unit

Ensure that office supplies are adequate, ordered and obtained for the smooth running of the unit

Responsibility Human Resources

To provide induction support to new post holders

Demonstrate workplace routines to less experienced members of staff

Responsibility Information Resources

Update patient demographic details in patient information system

Enter patient appointments and outcomes in patient information system

Track patient notes in patient information system

Print forms to attach to patient notes

Print out daily clinic lists

Responsibility Research & Development

Undertake surveys/audits as necessary to own work

Freedom to Act

Post holder is expected to follow all relevant protocols, SOPs and standard practice.

Administrative manager is available as point of reference for any queries and will meet regularly with staff

Plan and organize own time and workload activity with prioritization

Use own initiative to solve problems and answer staff and patient enquiries

Physical Effort

Periods of time spent sitting at keyboard to input information

Moving heavy sets of case notes around reception areas frequently during day

Mental Effort

Concentration is required when making appointments and entering data on patient information system

Constant interruptions from phone calls, patients presenting at reception and demands from other members of staff

Unpredictable pattern of working due to arrival of unplanned patients, missing case notes, cancelled clinics, staff absence and patient illness

Emotional Effort

Direct interaction with patients suffering from terminal illnesses

Receiving phone calls from family members informing of the death or deterioration of patients

Frequent exposure to distressed patients who are upset or angry

Working Conditions

Continuous use of VDU for patient management

Very busy reception area

Frequent exposure to physically ill patients in waiting area

This role requires occasional work at various Christie sites, and as such, candidates must have their own means of transport and possess a full UK driving licence.

Person Specification

Qualifications

Essential

• NVQ level 3, equivalent qualification, or experience

Desirable

• Diploma or equivalent experience
• ECDL or equivalent

Experience

Essential

• Experience of administrative or clerical work including a customer-facing dimension

Desirable

• Experience of working within the national health service

Skills

Essential

• Excellent communication and interpersonal skills
• Good telephone manner
• Attention to detail
• IT literate

Desirable

• Familiarity with Microsoft office applications

Knowledge

Essential

• Knowledge of booking patient appointments and data recording systems

Desirable

• Knowledge of medical terminology

VALUES

Essential

• Ability to demonstrate the organisational values and behaviours

Desirable

• Knowledge of the organisational values

OTHER

Essential

• Problem solving skills
• Ability to work unsupervised
• Able to work under pressure

Desirable

• Flexible working hours
• Able to deal compassionately with distressing situations

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

The Christie NHS FT

Address

Outreach Bolton - E01024

The Royal Bolton Hospital

Bolton

BL4 0JR

Employer's website

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