Audiology Scheduling clerk

Aneurin Bevan University Health Board

This job is now closed

Job summary

The post holder will support the management of the Audiology community waiting lists, Partial booking systems, RTT targets and Pathway management. An up-to-date knowledge of Audiology clinics will be required to enable the post holder to make, amend and cancel appointments both new and follow-up to allow optimum clinic utilisation. The post holder will work closely with the scheduling team and cross cover as and when required. The post holder will work closely with the Head of Paediatric Audiology.. Organise own day to day work tasks and activity without direct supervision, prioritising workload according to predefined timescales and targets.

Welsh and/or English speakers are equally welcome to apply

Main duties of the job

Key Responsibilities

Ensure RTT waiting list are managed effectively

Ensure clinic capacity is utilised and cancellations are kept to a minimum

Ensure Audiology waiting lists are managed appropriately

Communicate regularly with Head of Paediatric Service

Ensure all appointments are booked within internal and national targets

Utilise patient focussed booking and direct patient booking to increase clinic utilisation and reduce DNA rates
Ensure patients are assigned to the right clinic first time
Ensure an efficient telephone service is maintained

About us

Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.

We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.

Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.

Date posted

02 January 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,433 to £26,060 a year pa pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

040-AC004-0125

Job locations

ebbw vale clinic

Ebbw Vale Clinic Bridge Street Ebbw Vale

Ebbw Vale

NP23 6EY

Job description

Job responsibilities

Job Details:

Support the utilisation of booking slots so that capacity is utilised to the maximum. Manage clinics to maintain optimum clinic utilisation. Any under-utilisation to be reported immediately to the Head of Paediatric Audiology.

Analyse patients referrals and make judgement on whether appropriate for direct access to Audiology, seeking clarification from senior clerical staff when needed. Make administrative decisions on patient appointments and analyse patient appointment data.

Any cancellations are to be undertaken following the set criteria for the speciality. Attention should be given to waiting time and RTT targets. Patients must be rebooked within specified time scales. Any problems meeting this criteria, including late cancellations, should be highlighted immediately to the Head of Audiology/Deputy

Ensure that all appointments are booked in line with the current Partial Booking Policies and booking criteria.

Monitor waiting lists & cancellations.

Waiting lists must be run weekly and checked for accuracy in relation to rules surrounding waiting list auditing. The key elements being:

- Partial Booking
- Application of DNA /CNAs, cancellations etc
- Duplicate entries
- Outstanding bookings
- Application of priorities.

Ensure that standards are met for the notification or acknowledgement of appointments and confirmation letters that are sent to patients according to set criteria and protocols.

Deal with telephone queries from both internal and external agencies in a professional manner in accordance with Data Protection and statutory policies and procedures.

Deal with all enquiries and complaints promptly and sympathetically, adhering to the ABUHB standard operating procedure and inform Head of Audiology of any problems immediately.

Ensure that any patient demographic changes are made at the time of the call.

Maintain good communication and liaison with other staff, wards, departments and the general public.

Liaise with Clinicians as regards removing patients from the waiting lists as per protocols.

Action CNA (Cannot attend appointment,) DNA (Did not attend for appointment) & NFA (Cancel appointment completely no further appointment) as per protocols.

Record accurate complete information for all patients on relevant databases

Be responsible for covering colleagues during periods of annual leave and sickness.

Have full understanding of Guide to Good Practice and Service Standards.

Follow all protocols and standards, manual and computerised, ensuring these are undertaken accurately within agreed time scales.

Keep abreast of current Welsh Government (WG) definitions and guidelines and RTT targets.

Care of office equipment and maintenance of office stock control. Coordinate minor works repairs for departmental property and equipment. Requisition office stock and Audiology equipment repairs through Oracle system.

Be flexible to the needs of the service to ensure smooth running of the department.

Actively participate in the duties of the department as required.