Waiting List Team Leader

Job description

Job responsibilities

The Job description and Person Specification are attached to this job advert.

Specific Team Leadership Responsibilities

Provide leadership and support to the Waiting List Office staff and offer hands-on training for new staff and or new processes to all staff and to participate in the recruitment and selection for the team.

Carry out objective setting and appraisal for all direct reports

Train and mentor staff in waiting list procedure coding, train on appropriate ATOM times, allocating the right operating time for each procedure whilst leading all staff in effective utilisation of all available theatre sessions and population of lists in line with agreed priorities

Prepare and attend the weekly theatre operational group meeting and report any operational requirements or adjustments needed to ensure a smooth flow through theatres.

Train and mentor staff in the use of the 18 week PTL and the IPM waiting list entries.

Create and develop staff rotas in conjunction with the Waiting List Manager to ensure cover of vital key areas and maintain leave trackers to ensure up to date records are held in a central area to be accessible to all staff that required the information.

Ensure that all leave and sickness is appropriately recorded and applied for according to due process. Monitor allocations and provide forward notice to staff with regards to managing their leave.

Act as a central point of contact for Waiting List staff who are unexpectedly absent from work and to ensure the service is covered by assessing workloads and contributing to help cover the teams core activities. Carry out return to work interviews and ensure the Health Roster system is updated.

Ensure that when any bank staff are required to support the Waiting List office that they are requested on Health Roster in sufficient time.

Managing Waiting Lists and Admission Procedures

Working closely with clinicians and theatre scheduling/theatre teams to ensure optimal utilisation of theatre time; using all available sessions and populating lists against agreed priority criteria and problems escalated to the Operating Theatre Teams and the General Manager as appropriate.

Ensure patients are communicated with in a timely and professional manner against agreed standards for TCI and cancellations.

Ensure full compliance with suspension and cancellation policies, providing timely information to surgeons, theatre staff and divisional leads.

Review patient correspondence on evolve and info flex on a regular basis to interpret and assist in managing the patients pathways to preventing any 52 week breaches.

Responsible for auditing the ICE system on a daily basis to ensure that all ETCI forms have been dealt with in accordance with the department policies and procedures. Addressing any issues as and when they arise.

Responsible for auditing the waiting lists on the IPM system on a daily basis, ensuring accurate data quality highlighting any potential issues and addressing these with the appropriate staff.

Interpret and analyse the IPM system. Problem solve any discrepancies across the wider Trust; reporting any issues to senior management where admissions may need to be corrected to ensure the patients waiting list entries are appropriately used on the wards at the point of admission.

Working with Hospital Colleagues

Maintain continuity of communication with the clinician in the administration of the waiting list. Liaise with surgeons, anaesthetists, pharmacist, pre op assessment nursing and secretaries regarding the status of patients whose waiting list entries have been recorded as deferred or suspended.

Attend the 18 week PTL meeting on a weekly basis reporting any potential service risks.

Assist the PALS and complaints department investigating areas of concern with patient information regarding waiting list or surgery dates.

Meet regularly with specific consultants to review waiting lists and theatre utilisation.

Provision of Information

Monitor closely on a daily basis the Waiting List. Report and action accordingly, reporting on bottlenecks and avoiding patient breaches escalating any issues to the service managers.

Complete and record outcomes of offer on IPM, ensuring accurate information reflecting refusals of reasonable offers of admission for non-clinical reasons thus providing an audit trail on all episodes.

Provide regular validation reports as directed by the Waiting List Office Manager.

Work in conjunction with the Waiting List Manager to monitor and manage the surgical inpatient list, ensuring that reportable waiting deadlines are not breached.

Liaise with the Theatre Leads, Service Managers, Surgeons and any other key administrative staff to validate waiting list information and to develop effective administrative process to ensure and maintain the accuracy of said information.

Create spreadsheet reports by collecting daily audit data and provide initial summary analysis on operations cancelled on the day of surgery as part of the theatre management process to track all operations cancelled on the day and flag all hospital initiated cancellations ensuring that the patients are offered new dates for surgery within 28 days in accordance with the Cancelled operations policy. Escalate any potential breaches to the Waiting list manager and specialty Service Manager.

Liaison with the Public

Treat emotionally distressed patients with sensitivity, dignity and respect either 1:1 or by telephone and advise where possible the best course of action. i.e. GP, consultant

Occasional exposure to verbal aggression from patients and relatives. You must be able to handle these situations in a professional manner

In accordance with the Trust Access, Booking and Choice policy, to remove patients from the waiting list and ensure full notification to relevant parties (including patient and GP).

Any Other Duties

Attend seminars, training and briefings that are beneficial to both personal and departmental development and feedback to the teams as appropriate

Oversee the departments stock levels; using Lyreco and Insight to process orders required.

Undertake any duties relevant to the purpose of the post.

Person Specification

Education/qualifications

Essential

• 4 years recent experience in an NHS/Health care administraion
• IPM, ICE and Evolve training
• Excel, Word and Outlook skills
• Degree level or relevant experience with english and maths

Desirable

• team leading course

Experience

Essential

• Experience in leading and managing a team
• Experience of working as part of a team
• extensive experience within waiting list office / surgical admissions
• Competence use of various computer packages

Desirable

• ECDL

Communication Skills

Essential

• Excellent communication skills, on the phone, in writing, face to face with colleagues and public
• Ability to meet deadlines
• Problem solving skills

knowledge

Essential

• Comfortable using IT and excel spreadsheets
• knowledge and understanding of waiting list administration and management
• Knowledge of patient access policu and in depth understanding of the admitted patient pathway
• Understanding of RTT and 2ww pathways

Skills

Essential

• Excellent organisation skills and ability to multi task and prioritise
• ability to analyze data, identify trends and work with staff to make changes to procedures
• ability to work flexibly to respond to a change service prioritise
• ability to work individually and as part of a team

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust

Address

Luton and Dunstable Hospital

Lewsey Road

Luton

LU4 0DZ

Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)