Clinic Utilisation & RTT Coordinator

Job overview

We are looking for two highly organised and proactive individuals to join our team and play a key role in ensuring our services run efficiently, effectively and with patients at the heart of everything we do.

In this role, you will monitor service RTT performance in partnership with the Line Manager, identifying potential issues, emerging concerns and opportunities for improvement at an early stage. You will review and optimise clinic templates, working closely with clinicians and local management to agree and implement effective slot conversion rules, while making the best possible use of all available clinic appointments to maximise capacity and utilisation across the area.

You will take responsibility for managing and monitoring waiting lists, ensuring patients receive timely access to procedures in line with government targets and locally agreed clinical protocols. You will support the delivery of high-quality patient care by ensuring patients are seen within national and local waiting-time standards, while working within relevant legislation, policies and guidelines to help achieve the overall objectives and priorities of the organisation.

You will also provide a professional, efficient and responsive administrative service, undertaking a wide range of duties in accordance with local policies and procedures. Working collaboratively with clinicians, managers and wider teams.

Main duties of the job

• Manage clinic templates, capacity and appointment utilisation in partnership with clinicians and management.
• Provide accurate clinic utilisation, RTT and waiting-list information.
• Monitor RTT pathways, referrals, clock starts/stops and potential breaches.
• Coordinate and maintain waiting lists, identifying outliers and required actions.
• Book, cancel and reschedule patient appointments, providing clear communication to patients.
• Coordinate clinic cancellations and ensure template changes are implemented promptly.
• Maintain accurate patient records and clinic information on hospital systems.
• Liaise with clinicians, managers, clinic staff and patients to resolve queries and service issues.
• Support improvements to administrative processes, clinic capacity and service efficiency.
• Prioritise workload, meet deadlines and maintain high standards of accuracy and confidentiality.
• Provide a professional, efficient and patient-focused administrative service.

Detailed job description and main responsibilities

Clinical Utilisation

• To review all existing clinic templates using agreed template change request procedures and agree slot conversion rules with Clinicians and local management.
• To provide relevant, up to date and accurate information to local management and Clinicians on utilisation of clinic appointments and available slots.
• To assist in solving change requirements for clinic and available capacity. Help identify a range of options and draw appropriate conclusions in partnership with local management colleagues.
• Provide a first-class booking service to patients and service users.
• Work collaboratively with other professionals and agencies to ensure patient needs are met in relation to service provision.
• To arrange cancellation of clinic(s) as result of consultant absence (e.g. annual leave) using appropriate template and notification periods.
• Monitor clinic templates to ensure changes identified are incorporated in timely manner. RTT
• To liaise with senior management on regular basis on ongoing management of RTT, highlighting concerns and ensuring breaches are prioritised as required.
• To monitor RTT and inbound referrals to ensure removal of duplications in timely manner in accordance with clinical direction.
• To actively manage RTT to ensure clock start/clock stop actions are carried out effectively by clinic staff. Waiting List Management Duties
• To coordinate and monitor waiting lists.
• Production of accurate waiting time information on a weekly basis and ensuring that there are no outliers to targets.
• The post-holder will experience a daily requirement to produce accurate work at speed. Communication
• Maintain regular contact with Clinic Clerks/Reception staff in ensuring they are aware of up to-date clinic lists for preparation of clinics.
• Book appointments, communicating information to patient via post of clinic appointment letter(s) or telephone as required.
• Meet with management/colleagues as required to update on progress and agree changes.
• Daily liaison with patients regarding appointment queries, cancellations etc., rescheduling appointments where identified.
• Maintain accurate patient information on hospital systems, updating as required. General Administrative Duties
• To provide and maintain an effective and efficient administrative service.
• Prioritise and organise own workload daily.
• Liaise with colleagues and management to suggest improvements to local systems and processes to ensure service is as efficient and effective as possible.
• Deal efficiently with all hospital staff and visitors.
• Maintain professional standards in appearance, behaviour and punctuality. Clinical Governance / Quality To ensure requirements of the Trust's Quality initiatives are met in relation to agreed clerical functions. To ensure system function is fully utilised to achieve maximum benefits. To ensure that health record and patient information is recorded accurately in accordance with Trust, Local and National guidelines. To produce reports together with recommendations on Clinic Utilisation.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.