Haematology Admissions Coordinator

Job overview

The post holder will work within a small team supporting the elective admissions process and improve patient flow through the service thereby optimising bed usage & the length of stay in the Trust. He/ she will liaise with the multi-disciplinary team, internal departments, external agencies and other service users to ensure continuity in achieving excellence in patient care and to ensure that the performance targets for admitted patient and outpatient waiting lists, waiting times, elective lists, clinic capacity and admissions / appointments are met and monitored.

The post holder will be expected to rotate on a regular basis between telephony, administrative and reception duties and will work a variety of shift patterns in line with service needs.

Main duties of the job

• To be responsible through carrying out administrative duties in the Apheresis, wards and designated reception areas, for ensuring the day-to-day co-ordination of all admitted patient and outpatient attendances, ensuring a high quality, efficient and patient centred service.
• To fully involve the multidisciplinary teams in the planning of admissions and outpatient appointments, ensuring that the patient is provided with appropriate information regarding their admission / attendance.
• Maintain thorough and accurate records of all correspondence with patients throughout their admission and outpatient process.
• To ensure that admitted patients are booked into the appropriate pre-assessment appointment service and liaise with the clinical staff as required, ensuring the clinic to run smoothly and effectively

Detailed job description and main responsibilities

• Responsible for ensuring that admitted patient and outpatient waiting times across the specialities are constantly monitored in line with performance targets
• Responsible for recognising potential future breaches to waiting times targets ensuring these are brought to the Service Manager
• Responsible for advising the Service Manager of capacity issues that might negatively impact on patient admission and appointment processes.
• Responsible for ensuring that all referrals and outpatient appointment requests are processed in line with departmental procedures, including ‘two week’ waits
• To manage waiting list activity, admission data and outpatient attendances with Trust IT systems (i.e., EPIC), other associate IT systems (i.e. Galaxy, Medicode) and Trust activity reports (i.e., Patient Tracking List Report) and action any errors.
• To participate in the reception of clinics, including the welcoming of patients, booking follow up appointments, keeping patients informed of any delays to their appointment and maintaining accurate records of patient attendance, departure time, appointment outcome and ensuring patient’s personal details are up dated.
• To ensure that all clinics are fully prepared
• To locate patients dental / hospital case notes from other areas around the hospital. This may involve lifting of case notes frequently throughout the course of the day and in some cases you will be required to push a trolley filled with dental case notes. You will then prepare case notes for clinics and obtain investigation results.
• To ensure that at the clinic visit all case notes are available and contain the necessary results
• To ensure that all patient demographics are checked and updated to meet recognised data quality standards

• Responsible for the amendment, cancellation and rescheduling of all relevant admission and appointment types as directed
• Responsibility for maintaining an ‘e booking’ system, by agreeing dates either with patients, GP’s, GDP’s or the Booking Management Service in line with the outcome of the electronic booking protocol.
• To deal effectively with GDP/ GP/Consultant queries regarding patient admissions, appointments and details for all operating lists.
• To identify the needs of patients in conjunction with their admission / outpatient episode, i.e. language barriers, anxiety, carer / dependant issues.
• To arrange patient transport if required for elective pre-assessment, admission or outpatient appointments in conjunction with Trust guidelines and policy.
• To ensure that when requested, diagnostic tests are booked and an appropriate outpatient appointment is made to ensure results are available in clinic.