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Waiting List Officer | Oxford University Hospitals NHS Foundation Trust
| Posting date: | 27 June 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £25,147 - £27,596 per annum |
| Hours: | Full time |
| Closing date: | 27 July 2024 |
| Location: | Oxford, OX3 9DU |
| Company: | Oxford University Hospitals NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6386286/321-NOTSS-6386286-B4 |
Summary
An opportunity has arisen for a Waiting List Officer within the Plastic Surgery department. The post holder will work directly with the clinical and operational team managing the inpatient waiting list. The individual appointed will have the chance to oversee the patients journey and have a significant impact on their care.
We are keen to appoint someone who is enthusiastic and motivated and who can manage the fluctuating demands of the role, working within a dynamic multi-disciplinary team. An ability to prioritise effectively is essential. The post holder will need to be flexible and have the necessary secretarial/administrative experience required for such a post. Previous experience would be an advantage.
This post is vital to the delivery of timely, consistent, high quality care for patients and allows for career development opportunities within operational healthcare management.
Main duties of the job
General:
• Demonstrate high levels of customer care.
• Provide a robust administration function that underpins the delivery of high quality service and maintain effective working relationships with clinical, nursing and administrative staff.
• Answer all telephone calls via the NetCall service in a timely manner and action as appropriate.
• Maintain patient confidentiality at all times.
• Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during core hours of 08:00 to 17:00.
• As and when required, use the Trust IT systems (EPR, Dictate IT, PACS, Proton etc.) to; register patients, make up patient notes, make outpatient appointments, produce end of treatment letters, ensure details are correct, check in/out outpatient appointments as instructed.
• As and when required, take responsibility for all faxes received and distribute appropriately to clinical and administrative staff within service.
• As and when required, assist with the processing of new referrals on Choose and Book/E-Referral System (eRS).
• To support and contribute to on-going and future service development projects supporting continuous improvement of the services provided.
• Any other duties at the request of the Service Manager, which may be needed to fulfil the objectives of the post, appropriate to the grade.
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
Job Summary
The post holder is one of a team responsible for effectively managing the smooth coordination of the Inpatient waiting list service for the Directorate and ensuring that elective targets in relation to ensuring pre-operative and inpatient waiting times are met at both in a consistent and timely manner.
The post holder will be responsible for the weekly validation of the Trusts’ patient tracking list (PTL) and will inform the Waiting List Team Leader of any capacity issues identifying patients that cannot be treated within the Cancer and 18 week Referral to treatment (RTT) targets.
Overall Objectives
• Ensure accurate and comprehensive registration of patient records and clinical details for pre-assessment appointments and elective admissions are added onto EPR in a timely manner, according to agreed standards, (the Trusts’ Elective Access Policy and Data Quality).
• The post holder will ensure that all patients are added to the Inpatient Waiting List within 24 hours from any ‘decision to treat’.
• Management of Consultant theatre schedules ensuring theatre lists are booked in line with the Trust Elective Access Policy.
• Ensure that the appropriate action is taken following both patient and hospital cancellations, such that the utilisation of elective capacity is maximised.
• Ensure that the patients’ 18 week RTT pathway is correct on EPR before undertaking any changes.
• To ensure that the ‘Admitted’ RTT Validation patient list is fully validated each month.
• Highlight any capacity issues or potential Cancer or 18 week breaches and where possible prevent these with the support of the Waiting List Team Leader
• Be responsible for manging designated patient tracking lists (PTL) and attending weekly PTL and Theatre meetings with the management teams.
• Ensure that the 28 day rule regarding on the day cancellations are appropriately managed in accordance with Trust Policy.
• To ensure all clinician annual leave and changes in inpatient theatre schedules are accurately recorded on the electronic patient record (EPR) and TIMS and that the affected inpatient sessions are proactively maintained such that maximum waiting times are met and capacity is fully utilised. As such the post holder will liaise closely with clinicians, managers, nursing and administrative staff.
• To book all pre-operative assessment appointments for patients ensuring that all patients are pre-assessed prior to any surgery date.
• The post holder is expected to develop an understanding of the Trust Elective Access Policy and related procedures, and to make a positive contribution to the ongoing development of elective administration processes.
Key responsibilities
• This role requires a high level of concentration to be maintained, precise, analytical, accurate detailed work and regular emotional effort when initiating and responding to patients on the telephone and via NetCall.
• An understanding of medical terminology will be of benefit.
• To receive and make telephone calls and take appropriate action/discussion with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature.
• Maintaining filing system and other basic office duties.
• Attend weekly theatre meetings to ensure representation of services and utilisation of theatre lists.
• Access and review the Theatre Information Management system (TIMS) and as required update or change operations accordingly.
• The post holder must exercise judgement to analyse and resolve problems.
• The post holder is required to work unsupervised and is expected to plan and organise his/her own time.
• Provision of information and advice to patients and relatives about pre-operative and inpatient waiting times, exercising judgement when dealing with patient enquiries.
• To undertake routine validation of the inpatient waiting lists ensuring the list is ‘clean’ at all times and planned patients are on correct pathways and are managed in line with Trust Policy.
• Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation.
• Develop protocol for offering cancellation places to appropriate patients.
• Will be asked to show flexibility should the need arise when providing cross-cover for other members of the Waiting List teams during times of leave/sickness and when required.
• Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients (in line with the Data Protection and Patient Confidentiality policies)
• Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission. With particular reference to Trust Health and Safety Policy notes.
• Any other reasonable duties requested by the Management team. On occasions, it may be necessary for the post holder to assist other administrative departments within the service.
This advert closes on Thursday 11 Jul 2024