Endoscopy Booking Waiting List Officer

Job responsibilities

Booking patients into theatre scheduling in order to do this we need knowledge and planning skills of administrative procedures, systems, problem solving and progress chasing in order to book theatre scheduling for waiting list admissions using timing agreed by each service.

Plan multiple theatre/procedure lists up to six weeks in advance using experience of clinical knowledge and information to meet the patients 18 week diagnostic cancer and/or 28 day rescheduling targets.

Liaise with anaesthetic department to arrange specialist anaesthetist review for some paediatric patients or regional block cases.

Liaise with booking co-ordinator at both the prison service and private sector, this includes liasing with the prison, trust security, preoperative nurse and also booking beds therefore an awareness of Trust security protocol, information governance, procedures and processes are to be followed as dealing with confidential and sensitive information.

Planning and organisational skills, liasing with consultants, nurse practitioners, patients, GPs and admin staff. Being familiar with and working with diagnostic and 18 week targets to ensure timescales and target dates are met.

Frequent contact with patients and relatives where the patients has been diagnosed with cancer. Dealing with confidential and sensitive information requiring effective communication skills in distressing and emotional circumstances.

Making sure information from pro-forma and letters are up to date and uploaded onto the patient electronic medical record.

Monitoring waiting list to ensure all patients are available to proceed with surgery and patients are removed in line with waiting list policies and procedures also informing patients in a sensitive manner and ensuring GPs are informed.

To have a flexible approach to the department demands and to assist where appropriate in the provision of cover for other colleagues during sickness and holidays.

Qualifications

Essential

• Good standard of Education with 5 C grade GCSEs (including English Language and Maths) OR equivalent experience.

Desirable

• NVQ in Level 2 Business Administration or Customer Service.

Special Requirements

Essential

• Excellent interpersonal and communication skills to have an awareness of the various communication barriers.
• Professional telephone manner.
• Able to demonstrate initiative and deal with sensitive information.
• Ability to cope effectively under pressure.
• Attention to detail.
• Ability to deal with stressed/upset individuals in an empathetic manner, and to have a knowledge of client groups in order to advise patients of pre and post op restrictions and ensure the necessary suspensions are added to the patient administration where necessary.
• Ability to adapt to rapidly changing demands and expectations.
• Ability to use own initiative and act quickly and decisively.
• Diplomacy skills.
• An enthusiastic approach to personal development.

Desirable

• Evidence of interacting with a wide range of people.

Special Skills & Knowledge

Essential

• Good computer skills.
• Experience of Microsoft packages.
• Experience of dealing with tight deadlines and targets and the ability to work on own initiative, make informed decisions and communicate these to a team leader/manager where necessary.
• Effective problem solving skills and planning.
• Highly organised and have the ability to prioritise own work load.
• Have and promote a professional working attitude.
• Ability to work as part of a team.
• Knowledge of data protection and Caldicott.
• The principals and understanding of the need to maintain strict confidentiality, complying with Information Governance.
• Knowledge of administrative systems and procedures.
• To provide non clinical advice or Good computer skills.
• Experience of Microsoft packages.
• Experience of dealing with tight deadlines and targets and the ability to work on own initiative, make informed decisions and communicate these to a team leader/manager where necessary.
• Effective problem solving skills and planning.
• Highly organised and have the ability to prioritise own work load.
• Have and promote a professional working attitude.
• Ability to work as part of a team.
• Knowledge of data protection and Caldicott.
• The principals and understanding of the need to maintain strict confidentiality, complying with Information Governance.
• Knowledge of administrative systems and procedures.
• To provide non clinical advice or information to patients, clients and relatives about appointments.
• Deal with complaints/queries/concerns and having the ability when to escalate.
• Ability to exercise judgement when dealing with enquiries, analyse information to resolve problems for patients, carers and staff using a professional responsible and caring manner, maintaining discretion and confidentiality at all times.
• Able to maintain concentration with unpredictable workload demands.
• Able to manage exposure to distressing or emotional circumstances.

Desirable

• Familiarity with NHS performance targets.
• Medical terminology.

Experience

Essential

• Relevant experience within an administrative role or experience of working in NHS or Health Care environment.
• Experience of working with the general public or customer service experience.
• A positive approach to working in complex environments an issues.
• Experience of maintaining work standards.
• Ability to provide a range of options to deal with complex working situations.
• Methodical conscientious and reliable.
• Knowledge of RTT 18 week & USC pathways.

Desirable

• Previous NHS experience i.e. Reception, Waiting List or other administration posts.