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Outpatient Appointment Coordinator
| Posting date: | 21 June 2024 |
|---|---|
| Salary: | £22,816.00 to £24,336.00 per year |
| Additional salary information: | £22816.00 - £24336.00 a year |
| Hours: | Full time |
| Closing date: | 07 July 2024 |
| Location: | Worcester, WR51DD |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9365-24-0782 |
Summary
Please see the attached Job Description document for full job details. Monitor clinic schedules, patient appointments, and resource allocation to ensure optimal utilisation of clinic time. Identify bottlenecks or inefficiencies in appointment scheduling and resource allocation. Develop and implement strategies for filling cancelled appointments. Collaborate with front-line staff to quickly reassign cancelled slots. Utilise reminder systems and patient outreach to minimise appointment cancellations. Analyse the data to identify trends and patterns in DNA and UTAs Implement measures to reduce DNAs, such as appointment reminders, patient education, or rescheduling options and ensuring patient information is accessible to all. To deal with the day to day incoming referrals. To ensure that all referrals contain the required information to allow pathways to be linked and clock status to be corrected. To ensure that referrals are added to the appropriate outpatient waiting list by speciality for clinical staff to prioritise them within the agreed timescales. To ensure that patients receive an acknowledgement letter or are immediately accepted/appointed in line with agreed booking processes, administrative procedures and the patient access policy. To ensure that all patients receive the correct instructions and correspondence related to their appointment. To work with the team lead / clinical lead in required changes to letter templates. To ensure clinical diaries on PAS are outcomed at the end of each day. To cancel and reschedule patients or whole clinics in the event of sickness / unforeseen circumstances requiring last minute changes. To regularly review the therapy outpatient waiting lists to ensure that it is accurate and up to date, identifying any potential referral-to-treatment RTT clock breaches, incorrect clock data and ratify the unoutcomed appointments on a weekly basis informing the appropriate Team Leader of any issues. To regularly review the therapy waiting list to update the appropriate Team Leaders in Outpatients, with regards the waiting times for treatment. On a monthly basis validate any patients that are showing as having waited longer than an agreed timeframe so that waiting time information submitted is accurate. To make new appointments as appropriate from the partial booking system for all patients referred to the outpatient therapy services. To action changes to individual appointments whilst ensuring the patients are seen within the agreed clinical priority and that written confirmation is immediately sent. This involves the managing of messages received by digital platforms e.g. trust SMS text message system. To maintain an accurate filing system for patient records to facilitate retrieval as necessary. To manage telephone enquiries from patients, relatives, Medical Practitioners and Consultants ensuring that the appropriate action is taken including messages for therapy staff. To telephone patients, sometimes at short notice, to offer them appointments or reschedule appointments. To ensure that letter, telephone and face to face communication with patients, colleagues and managers is professional, timely in line with health records policies and procedures. To respond to any queries and complaints from patients, managers or clinicians regarding clinics, referrals, bookings and waiting times, ensuring that any serious issues are passed to the appropriate team leader. To monitor all outpatient clinics to ensure that all clinic slots are utilised to the maximum and where necessary fill any vacant slots and also to prevent overbooking of clinics. To supervise and develop junior administrative staff. To liaise with colleagues to ensure that there is adequate cover during holiday periods and where possible sickness. To ensure that all policies and procedures are adhered to and training undertaken where new policies and procedures are implemented. In particular, those for Health Records, confidentiality and information security. To participate in yearly appraisals. To make notes available to the legal department as required. To report any maintenance problems to appropriate agencies. To do other clerical duties to facilitate the smooth running of the outpatient department eg maintenance of equipment loan records. To ensure that general administrative work associated with referrals, appointments and waiting lists is undertaken according to the expected medical records standards. Provide adhoc cover for the therapy reception teams during periods of high activity and/or prolonged absence. To carry out any other duties, within the grade, as requested by other members of your team, Team Leaders, or Therapy Managers.