Outpatient Clinic Utilisation Co-ordinator

Job overview

Undertake reviews of all clinic templates and agree and apply slot conversion rules with Clinicians and local management Make best use of all available clinic appointments to ensure maximum utilisation for all clinics within the area Ensure all patients are seen within government and local waiting time targets and service is managed in accordance with legislation, policies and guidelines to meet the overall objectives of LUHFT.

Main duties of the job

• 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. Ensure that the healthcare records are maintained and that documentation is available for clinic appointments that have been booked within two days of the clinic date. Work collaboratively with other professionals and agencies to ensure patient needs are met in relation to service provision. Communication. To meet weekly with Out Patients and Medical Records staff to update on progress and agree changes. Maintain regular contact with Clinic Clerks/Reception staff in ensuring they are aware of up to date clinic lists for preparation of clinics. Ensure case notes are available in timely manner for patients booked within two days of clinic date. Telephone patients and arrange a mutual date for their appointment, book appointment and send out appointment letter and appropriate literature to the patient. Contact patients to offer late availability appointments, update the hospital information system.

Detailed job description and main responsibilities

Lead responsibility for the booking of referrals for outpatient appointments on the hospital Patient Administration System (PAS) iPM in accordance with NHS e-Referral, partial booking system

Understand the vetting prioritisation and being responsible for recognising and bringing any urgent requests for patient appointments immediately to the attention of the clinical team

To process and prioritise the scheduling of outpatient appointments due to clinical urgency and length of wait and in accordance with departmental procedures, protocols and Trust Policies.

Follow the policy for patients who do not attend (DNA) their appointment.

Liaise with GP Practices, health care professionals, wards, emergency department a as required.

Monitoring of clinics and waiting lists, highlighting waiting list breaches and waiting times.

Monitor and maintain existing clinic templates using agreed template change request procedures and agree slot conversion rules with clinicians and operational management team

Build clinic templates in accordance with Trust procedures.

To supervise other administrative staff when indicated by the appointments Coordinator on an ad hoc basis.

Provide relevant, up to date and accurate information to the operational team.

For a full list of duties, please refer to the attached job description and person specification.