Admissions Co-Ordinator

Job overview

An exciting opportunity has arisen to join the Admissions Team at Liverpool Women’s Hospital as an Ambulatory Coordinator.

This is a permanent, full-time post of 37.5 hrs per week.

The post holder will be required to demonstrate excellent communication and interpersonal skills, with the ability to communicate effectively with patients and staff at all levels, including senior managers and clinicians. The role will involve identifying capacity and demand issues within the designated sub-specialty and working collaboratively to support the development and implementation of solutions to address these challenges.

Main duties of the job

To take full responsibility for the management of consultant clinic diaries, utilising a comprehensive understanding of theatre and ambulatory capacity, including the prioritisation of patients in line with waiting time targets and clinical urgency.

To support the Admissions Manager and wider team in the management of complex theatre and ambulatory appointments, including the handling of complaints and PALS enquiries.

To undertake detailed analysis of Patient Tracking List (PTL) data to ensure patients are scheduled appropriately and in the correct order, and to carry out data quality reviews, taking corrective action where required.

To maintain and update clinicians’ theatre lists following clinical review, ensuring urgent patients are prioritised and that national and government waiting time targets for routine patients are achieved. To proactively identify and escalate, in a timely manner, any potential risks that may result in breaches of patient waiting time targets.

Detailed job description and main responsibilities

To undertake analysis of Patient Tracking List (PTL) data to ensure the appropriate scheduling of patients and clinics in the correct order, carrying out data quality reviews and taking corrective action where required.

To prioritise urgent patients and ensure that national and government waiting time targets for routine patients are met. To identify and escalate promptly any potential conflicts that may result in breaches of patient waiting time targets.

To ensure that all theatre, ambulatory and pre-operative appointment capacity is fully utilised.

To arrange interpreter services where required and maintain accurate records of all such bookings for future reference.

To remain aware of, and respond appropriately to, changes in Trust policies, procedures and operating systems.

To identify the requirement for cover during periods of annual leave and, where necessary, arrange alternative cover or cancel theatre sessions accordingly.

To provide clinicians with details of patients who fail to attend (DNA) or repeatedly cancel appointments, to enable clinical review and consideration of discharge where appropriate.

To demonstrate comprehensive knowledge of theatre scheduling and to liaise effectively to book patients into theatre and ambulatory appointments, including the production of correspondence and the cancellation and rebooking of appointments as required.

To provide advice and information regarding procedures, appointments and clinic arrangements to staff within the division and service.

To manage systems for the accurate filing and retrieval of paper referral information, ensuring records can be accessed promptly when required.

To deal with high volumes of daily enquiries from patients, including those who may be anxious, have language barriers or communication difficulties, as well as enquiries from GPs and Trust staff, in a courteous, professional and empathetic manner.

To ensure referrals are organised for clinical triage in a timely and efficient manner.

In exceptional circumstances, to undertake any other duties commensurate with the post holder’s grade, experience and job title, as required by the service.

To demonstrate an understanding of Referral to Treatment (RTT) pathways from registration through to treatment and aftercare.

To maintain a professional attitude at all times and act as a role model in the capacity of a senior administrative clerk within the Admissions Department, supporting the training and development of newly recruited staff.

To manage inpatient waiting lists, ensuring bookings are made in a timely and appropriate manner, resolving issues where possible and escalating where necessary.

To ensure appropriate management of patients who do not attend appointments in accordance with the Patient Access Policy.

To be conversant with all functions within the Admissions Department in order to provide effective cover during periods of staff absence.

To ensure that national, Trust and departmental policies and procedures are fully understood and adhered to.

To contribute to the introduction and implementation of new IT systems and other modernisation initiatives.

To contribute to the development, review and implementation of Standard Operating Procedures (SOPs