Overview
The main duties of this role are to be operationally responsible for the management of elective Endoscopy admissions by ensuring that patients are processed through the system from the time of referral to the necessary diagnostic test being made to meet the required NHS England targets. You will ensure documents are uploaded and available for the admission function and deliver a quality and timely booking service for patients admitted to the Endoscopy Units at Leigh Infirmary and Royal Albert Edward Infirmary in line with the Trust Access Policy. This role is also essential in the booking of all suspected cancer patients that require an EUS from across Greater Manchester to ensure that all patients are seen at any given Trust across GM with the shortest diagnostic wait times.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Responsibilities
* Plan, organise and tailor specialist Endoscopy caseload for the consultant/endoscopist.
* Analyse and gather diagnostics, pre-procedure and patient information to support eligibility for admission.
* Co-ordinate activities for assessment with the relevant clinical teams and conduct one-to-one meetings with consultant/endoscopy teams to agree TCI endoscopy lists.
Planning and Organisational Duties
* Ensure Consultant Management Reports/booking diaries are up-to-date and that queries are dealt with in a timely manner (e.g., checking TCI eligibility, specialist theatre kit ordering).
* Responsible for Direct Booking of Endoscopy lists and in-patient admissions and informing Clinical Teams of progress.
* Liaise with Medical Secretaries/Directorate Performance Managers regarding Consultant availability; manage waiting lists and replacements to achieve full capacity; identify bed availability in liaison with other departments.
* Responsible for selecting patients for admission, ensuring all Access Policies and Procedures are complied with to allow all endoscopy sessions.
* Liaise with Endoscopy staff regarding availability of Specialist Equipment required for patients.
* Liaise with the Pharmacy Department regarding patient admission dates and upload onto HIS/On-Base prescription details for bowel preparation.
* Provide advice and guidance to patients regarding their admission details.
* Deal with and direct all patient/client enquiries and correspondence to relevant departments in a timely manner.
Communications and Key Working Relationships
* Daily contact with Consultant/Nurse Teams on the endoscopy pathway to organise/re-profile or flag up patient priorities.
* Liaise with non-clinical staff on the elective care treatment pathway to ensure patient progress and admission aligns with Trust Access Policies & Procedures.
* Negotiate date of admission with patients in accordance with the Trust access policy for endoscopy clinical teams.
* Check patient admission offers and chase outstanding offer responses. Collate and distribute weekly endoscopy admissions lists. Manage patient correspondence/telephone queries related to elective admission using the correct documents.
* Maintain a good understanding of the PAS System, HIS, Endovault and other work-related systems to perform duties (e.g., patient registration, end user letters, waiting list recording and administration).
Responsibility for Finance
* Ensure that the HCO Department is secure and that the security system is operational.
* Identify stationery requirements relating to patient admissions.
* Ensure all departmental equipment is fit for purpose and report issues to the Line Manager.
* Ensure all pre-operative questionnaires are sent within the required time-scale and follow up on replies.
* Arrange appointments for patients once pre-colon clinic and ERCP pre-assessment have identified whether a consultant endoscopist or nurse-led appointment is required, updating the Admissions Manager System with relevant information.
* Provide accurate responses to requests for health records/x-rays from internal and external sources in line with Records Management Policies.
* Maintain accurate records of health records/pathway documentation/x-rays and retrieve and provide them as required per standard operating procedures.
* Report any missing health records/pathway documentation/x-rays to the Line Manager as per Departmental Policies & Procedures.
Responsibility for Human Resources
* Maintain a self-development education and training portfolio and keep up to date with Professional Health Records & Data Processing and Analysis competencies as part of a continuing professional development plan.
* Attend Mandatory Training to become familiar with Trust Policies and Procedures.
* Maintain a high personal housekeeping standard.
* Any other duties appropriate to the grade; the duties listed are indicative and may be modified with changing service demands and postholder development.
* These duties do not necessarily represent a comprehensive list and may be varied following consultation with the postholder.
Responsibility for Health & Safety
* Understand health and safety, ethical and legal issues and maintain a professional attitude with the public and colleagues.
* Comply with the Health & Safety at Work Act 1974, pro-actively managing risk and reporting incidents, near misses and hazards, with a duty of care for personal safety and that of others.
It is expected that you keep informed of Trust news and events via the Trust’s social media channels (Twitter, Facebook, Instagram and LinkedIn).
Qualifications and Additional Information
* You must have experience of Patient Centre and healthcare administration systems and processes, working towards performance targets and experience of waiting list/endoscopy processes. Knowledge of healthcare records policies and their application, and experience in endoscopy administration functions on Trust PAS systems is required.
* You will be a problem solver, with the ability to adapt work routines to provide efficient service. Strong communication skills, multi-tasking ability and prioritisation to meet deadlines are essential.
* Education: GCSE level and NVQ 2 clerical qualification / ECDL or equivalent NHS experience.
* If successful, you will be required to present original certificates for all listed qualifications during the application process.
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