The Access Team are looking to recruit an enthusiastic, self‑motivated elective Access Co‑Ordinateur for inpatients to complement our existing friendly team. Your involvement will help our commitment to delivering maximum theatre utilisation for the division of surgery by monitoring capacity and demand in conjunction with the Access Team Leader.
You will have good organisational skills and be able to manage your workload effectively. It is essential that you are competent using Careflow, Bluespier and Microsoft Office packages.
We require good communication skills and an excellent telephone manner. Professionalism is expected within this role at all times. You will have a good command of the English language with the ability to understand and accurately convey verbal and written information.
Main duties of the job
* To work in the Easi-book Team and environment supporting the Access Booking Manager to provide a professional, efficient and effective centralised booking service for a variety of theatre schedules and ensuring KPI's are maintained.
* Directing Administrators work to ensure effective use of resources and timely booking of theatre lists in line with 6‑4‑2 booking process.
* Coordinate the workload for the wider team while accepting direction and delegation from the Elective Access Booking Manager.
* Deputise for the Elective Access Booking Manager.
* Offer divisional support in transformation huddles and work streams.
* Responsible for communicating work plan and activities to administrators.
* Support the review of incidents/complaints relevant to the access booking team, ensuring lessons learnt are embedded and supporting best practice and quality.
Job responsibilities
To coordinate the workload for the Access Administrators and Call Centre Operatives.
Complete daily reviews of theatre utilisation across the specialities identifying where cases need to be added.
To identify daily where capacity cannot be utilised and escalate as appropriate.
Provide rotas for Administrators with the support of the Elective Access Booking Manager.
Ensure that patients appointments for Pre‑assessments are booked.
Ensure all My Pre‑op Links are sent within the Team.
Create reports using IT applications using Microsoft Products.
Ensure all patients are verbally accepted and comments reflected in CareFlow.
Ensure all validation letters for TCIs are sent out in a timely fashion.
Ensure all PL2 patients are dated with timeframe prior to breech date.
Ensure all Theatre Actions are completed weekly following the Theatre Meeting.
Ensure all on‑the‑day cancellations are dated within 28 days.
Circulate upcoming procedures for the upcoming 2 weeks to Care Groups and Consultants.
Co‑ordinate work for Administrators, by monitoring Patient Tracking List (PTL) and long waiter reports to ensure patients are dated and appointed timely and in strict date order under direction of the Elective Access Booking Manager.
Work with Elective Access Booking Manager to maintain departmental KPIs.
Handling of outgoing post, ensuring that patient appointment letters/TCI letters are posted timely following scheduling or booking of appointment.
Demonstrate own job role tasks to new staff, bank/agency staff and/or students within Easi‑book.
Contribute to an efficient running of all services related to the job ensuring that confidentiality and data protection are adhered to.
Have a full working knowledge of the Organisations Patient Management CareFlow, Ultramed, Envoy and maintain skills and knowledge to ensure effective service delivery.
Represent the team for meetings held across the trust, appropriate to banding.
Ensure staff members are allocated to calls daily and calls do not exceed the 10% call abandonment rate.
Have an awareness of 18‑week RTT and its implications with regards to appointing/cancelling/rescheduling appointments.
Use email in an effective and professional manner to communicate with departments, clinical and non‑clinical colleagues.
Ensure that defective equipment is reported to IT Service Desk.
Take up other ad‑hoc duties as requested in line with the grade of the post.
Attend regular team meetings and contribute in setting achievable standards to promote improvements in patient care and service development.
Education
* Good standard level of education (2 GCSEs or equivalent, 1 of which must be English Language).
* NVQ level 2 in Customer Services or first line management diploma (or equivalent experience).
Experience
* Experience coordinating complex routine work/activities, often requiring adjustment.
* Experience with dealing with patients or working in a customer‑focused environment.
* Experience of using Hospital patient management systems (e.g. Medway).
* Experience of updating and maintaining Directory of services and e.RS booking system.
Skills
* Good keyboard, IT and administrative skills.
* Working knowledge of Microsoft Office packages (Word, Excel).
* Ability to use judgment involving facts and situations to resolve issues within service.
* Knowledge of RTT 18‑week pathway.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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