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Job Overview
A fantastic opportunity has recently arisen within the General Surgery Department as we are advertising for a Waiting List Co-ordinator (1.0 WTE) to join our busy department. This is an exciting opportunity to further your career.
The General Surgery Team are focused on helping manage the administrative/theatre booking process. The role will be to support all administration aspects of the patient pathway in line with referral to treatment guidelines and cancer pathways, therefore RTT and cancer knowledge would be extremely beneficial.
This role also involves working closely with the Management Team, Consultants, Waiting List Coordinators and Secretaries.
The ideal candidate will need to be able to work in a calm, logical, organised and methodical way whilst being able to multi-task in a busy environment with complex patient pathways.
Main duties of the job
The waiting list co-ordinator is responsible for overseeing and providing a comprehensive administrative service to the members of the Upper GI and Colorectal theatre bookings team. Ensuring that all aspects of the patient pathway, from referral to treatment and follow up care, is always delivered to high quality standards. The UHBW theatre lists consist of 10 per month, these can contain complex dual patients which will mean liaising with Plastics Department and working closely with the UHBW Team.
This job is to support the growth within GI Surgery, due to the extra capacity the Elective Care Centre will be providing. The main responsibility is the booking of UHBW theatre lists, also providing support in various MDTs and cross-covering the other waiting list team members.
To work closely with the Support Managers and Performance Manger in the delivery of the Inpatient and Outpatient Service across the General Surgery Service to resolve capacity issues and escalating any shortfalls if required. To ensure efficient and effective use of available resources and co-ordinate admissions and outpatient appointments (pre-op assessments).
To play a central role within these services and to work in close liaison with colleagues, staff in other departments, GPs, consultants, patients and the general public.
Working for our organisation
North Bristol NHS Trust is the largest Trust in the South West region and one of the largest trusts in the country. Last year the Trust treated over 100,000 inpatients, over 35,000 outpatients, 90,000 emergency department patients and helped deliver over 6,000 babies. It employs more than 9,500 staff, has approximately 1,050 inpatient beds and income in excess of £540 million.
The Trust provides Medical, Surgical, Neonatal and Maternity Care for its local population of approximately a million people in Bristol, South Gloucestershire and North Somerset. The Trust also provides regional services in Neurosciences, Orthopaedics, Pathology, Plastic Surgery and Burns, Renal Medicine and Transplant and Urology and is the Major Trauma Centre for the West Country.
The health service in Bristol, North Somerset, and South Gloucestershire is being remodelled to concentrate on acute facilities and where appropriate to provide more care close to patient homes through a network community hospitals and facilities. The Trust recently moved the majority of its acute services to the Brunel Building, regarded as one of the best hospital facilities in Europe, on the Southmead Hospital Site. At Southmead Hospital, we also have our excellent maternity and women’s health services, the Bristol Breast Care Centre and the Trust’s Severn Pathology service.
Detailed Job Description And Main Responsibilities
* To liaise closely with UHBW via Microsoft Teams to ensure utilised theatre lists.
* IPT Forms and Tracker are required to be updated promptly and hold accurate information to ensure patients are not lost.
* To be responsible for overseeing all administrative aspects of the patient pathway from referral to discharge, ensuring efficiency and professionalism at all times.
* To act as first point of contact alongside the senior medical secretary for all office related queries and problem solving escalated from the wider admin team.
* To work alongside the Support Manager to oversee the capacity of the outpatient and inpatient services and escalating and shortfalls this may arise.
* To work as part of a multi‑disciplinary team ensuring that patients are scheduled efficiently for investigative treatments, diagnostic procedures and inpatient and day‑case operations within national guidelines and in accordance with the trust’s Patients Access Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules.
* To work as part of a multi‑disciplinary team maintaining efficient systems and processes relating to outpatient appointment bookings and patient admissions. This includes maintaining accurate computerised and manual records, inputting registration and waiting list data onto the trust’s computer systems and ensuring that all patient records are kept up to date with any details relevant to the patient’s attendance and/or admission.
* As appropriate, schedule new or follow‑up outpatient appointments, pre‑admission appointments, organise investigative treatments, diagnostic appointments and TCI/operation dates ensuring that patients are informed, with reasonable notice, and that all relevant paperwork is completed for given appointment. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s).
* To accurately record and be responsible for ensuring elective waiting times are met including 31 and 62 day targets, escalating areas of concerns to Support Manager.
* Provide administrative support to consultant/clinical teams including the management of clinician’s timetables. Confirmation of consultant’s timetables to ensure that appropriate cover is available for all clinical sessions, alongside the Support Manager.
* To liaise with partner organisations to assist and facilitate the treatment of patients. This includes liaison with primary and secondary care providers. Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to warrant that patients are treated in accordance with elective waiting time standards.
* To work with the Support Manager to ensure correct Data Quality.
* To ensure that funding has been authorised for identified procedures prior to booking a patient for surgery.
* To work with the Waiting List Coordinators to ensure that valuable theatre resources are utilised to maximum potential, including replacing short notice cancellations.
Person specification
Education/Training/Qualifications
* Educated to GCSE C standard or above (Maths and English).
* Proven communication ability - with a range of professionals.
Work Experience
* Confident in communicating with a broad range of individuals using various methods.
* Knowledge and experience of working in an admin environment.
Desirable criteria
* Previous NHS experience.
Knowledge/Skills/Abilities
* Ability to work under pressure.
* Ability to follow procedures.
* Good Organisation Skills.
* Medical Terminology.
* An understanding or willingness to learn about the National Guideline and keep to waiting times.
* Experience in prepping and outcoming MDTS.
Personal Qualities/Special Circumstances
* Promote a professional manner.
* Ability to work as part of a team or complete individual tasks.
* Willing to be flexible to ensure tasks are completed.
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
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