Outpatient Waiting List Co-ordinator

Job overview

To provide a comprehensive and confidential administrative support for a specific part of the administrative service/project within the department in accordance with Departmental, Trust and National Standards, Polices and Procedures. To provide efficient admin support to the Department. The post holder will be responsible for the booking of outpatient appointments, clinic cancellations, rebooking appointments and managing the Outpatient Waiting List along with a team of two colleagues. Experience of working with the outpatient waiting list and the NHS E-referral system would be advantageous.

Please be advised that sponsorship is not eligible for this post.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Main duties of the job

• Book outpatient appointments in line with the Patient Access Policy, using Direct and Partial Booking systems and meeting waiting time targets.
• Validate the Outpatient Waiting List
• Manage clinic changes for Trauma and Orthopaedics- this involves cancelling clinics and rescheduling appointments.
• Managing Advice and Guidance and accepting/rejecting e-referrals following electronic triage.
• Interpret reports to ensure appointments are scheduled accurately and in line with capacity.
• Maintain accurate patient records on the patient administration system in line with data quality standards.
• Apply RTT knowledge to ensure pathways are correctly followed and completed.
• Act as a point of contact for enquiries, providing effective communication across written, verbal and electronic methods. Keep departmental documentation up to date.
• Maintain information in an orderly manner to support decision‑making and report any exceptional circumstances.
• Contribute to patient and service improvement projects, using systems such as Revenue Cycle, PowerChart and e‑referrals, and manage Advice and Guidance.
• Support the development and maintenance of efficient office systems and procedures.
• Support team members with the day‑to‑day changes when required.

Detailed job description and main responsibilities

To provide a comprehensive and confidential administrative service managing the Outpatient Waiting List within T&O in accordance with Departmental, Trust and National Standards, Polices and Procedures. The post holder will be responsible for the booking of outpatient appointments and for supporting the Trauma and Orthopaedics Outpatient Waiting List Coordinators.

• Book outpatients appointments according to the Patient Access policy ensuring that all appointments are made using Direct and Partial booking systems and within waiting time targets.
• Ability to understand reports and interpret to ensure appointments are booked correctly, appropriately and recognising capacity requirements.
• Record patients on the patient administration system according to data quality standards and the Patient Access Policy.
• Understanding of RTT, ensuring pathways are followed and completed.
• To act as a point of contact for dealing with enquiries and take action as necessary liaising and effectively communicating at all levels using written, oral and electronic methods.
• To ensure, wherever possible, that all documentation is up-to-date.
• In an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.
• To continually contribute to patient and business improvement Agendas. This will require undertaking any project work as directed including obtaining information using systems including Revenue Cycle, Powerchart, e-referals etc and share ideas for potential service improvement.
• To assist with the implementation and maintain an efficient office management system/procedures to enable the Department to optimise their standards of service.
• Support team members. This will require undertaking appropriate staff training and development as required, providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.

For further details of the role please see the attached job description.

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.