Job overview
An exciting job opportunity has come up in our Theatre Scheduling Office at Darent Valley Hospital. The role involves booking theatre lists, pre-assessment clinics and liaising with a multi-disciplinary team to ensure the service runs smoothly.
If you enjoy multi-tasking and working in an ever changing environment then this could be an ideal position for you.
Working days and or shift patterns will be agreed by the line manager to meet the needs of the service.
Main duties of the job
The post holder will support the provision of high quality care by providing a fast paced, timely and robust waiting list scheduling service.
The post holder will be responsible for the day to day running & facilitation of the waiting lists to ensure Theatres are utilised effectively and efficiently. You will liaise with a multi-disciplinary team to ensure the patient’s pathway runs smoothly and the post requires effective management of IT & manual data systems.
The post holder will provide an empathetic and compassionate response to all patients, ensuring their needs are met in line with the Trust Access policy.
Working for our organisation
We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you’ll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we’ve achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.
If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.
Detailed job description and main responsibilities
There are no direct clinical responsibilities but the post holder will work with nurses and clinicians to ensure information and data quality is of a high standard.
To act as the principal point of contact for all patients, staff and service users to the department
To provide a quality reception service to and behalf of the Trust ensuring an efficient, professional service at all times.
To provide excellent customer care and to provide timely, relevant advice and assistance to patients, staff & DGT service users, via email, telephone & face to face. These queries may sometimes be complex in nature and involve follow-up conversations.
To ensure that all queries are dealt with in a timely manner
Dealing with and diffusing potential situations of conflict situations (i.e. delay or cancellation of surgery) and where necessary escalating to an appropriate senior colleague.
Participate in the induction of new staff, demonstrating departmental policies and procedures.
Communicate complex and sensitive information with a range of stake holders where persuasion or negotiation is required.
Work closely with the clinical team to identify mechanisms to improve service delivery and ensure optimum service is provided at all times.
To validate the Consultant’s waiting lists on a regular basis to ensure all patient details and information are accurate and up to date. This will include:
a. Liasing with a multi-disciplinary team and taking action on the PAS system in line
with the Trust Access policy;
b. Reporting any problems regarding the waiting list to the Theatre Scheduling
Supervisor and Theatre Scheduling Manager;
c. Escalating directly to the Theatre Scheduling Manager and the Operational
Manager any problems regarding breeches & scheduling issues
Suggest and develop changes to improve existing or new administrative policies.
Develop & implement departmental policies.
Comprehensively manage waiting lists with overall responsibility for all aspects of the admission process including:
a. booking any pre-operative appointments;
b. arranging any equipment with Theatres;
c. ensuring all details of the patient are recorded on the PAS & Theatreman System;
d. liaising directly with GP’s and GP’s practices to obtain patient details relating to their surgery.
Monitor dedicated mailboxes, prioritising incoming emails and acting upon or distributing as appropriate.
To schedule patients in strict chronological order or clinical urgency order escalating any issues to the Theatre Scheduling Manager
To be responsible for sending TCI (To come in) letters and pre-assessment letters and any other details relating to the patients’ admission date.
To be responsible for redating patients cancelled on the day by the Hospital for nonclinical reasons within 28 days, reporting any issues to the Manager.
To liaise with clinicians and theatre staff to ensure the effective organisation and scheduling of theatre lists.
To be aware of patients special needs or requirements and ensure these are met.
Escalate any potential breaches in a timely manner to the Theatre Scheduling Manager with as much information as possible and any potential solutions,
To manage and maintain the planned list to ensure all patients are dated within the agreed time frame.
Please see attached job description for more information.
Person specification
Education and Training
Essential criteria
1. A levels or Equivalent in English Language and Maths
2. Highly competent in using software packages, including Microsoft Word, Outlook & Excel.
Desirable criteria
3. Educated to NVQ Level 3 or 4
Knowledge and Skills
Essential criteria
4. Keyboard skills, and use of IT packages including Word, outlook & Excel.
5. Ability to communicate effectively using excellent verbal and written skills.
6. Able to work as part of a team or independently managing own workload.
7. Ability to use own initiative, prioritise and work unsupervised.
8. Able to work in a logical and/or methodical manner, with excellent planning and organisation skills
9. Ability to follow instructions and complete assigned tasks
10. Able to employ tact and patience when dealing with difficult situations
Desirable criteria
11. Substantial experience working within a similar role
12. Use of databases to collate data and information.
13. Competent in the use of PAS (Patient Administration system) or similar system
14. Typing Qualification Competent in using Theatreman or Similar theatre database
15. Knowledge & understanding of RTT and Cancer Targets.
Experience
Essential criteria
16. Significant experience of working in an administration role in a challenging office environment
17. Experience of problem solving and develpoing alternative procedures
Desirable criteria
18. Experience of working in an NHS or similar health care background.
Personal Attributes
Essential criteria
19. Ability to accommodate the demands of the post with flexible working as required.
20. Confident to provide comprehensive cover for annual leave / sickness and ensuring the service is not affected.
Desirable criteria
21. Embraces the responsibility for identifying sound and effective solutions to a variety of different problems.
22. May need to attend Queen Mary’s site for meetings and events off site.