Outpatients Scheduler - Urology

Job overview

Do you have the drive, resilience and qualities required to aid a fast paced, challenging and busy directorate? Are you self-motivated, forward thinking and flexible? If so, then this post is for you.

An exciting opportunity has arisen for outpatients scheduler to work at the London North West University Healthcare NHS Trust, in the Urology Department.

You will be a confident and clear communicator possessing excellent computerised data management and verbal reasoning skills. We are seeking an enthusiastic individual who can demonstrate excellent attention to detail and accuracy and experience in prioritising workloads

The successful applicant will be a team player, but also able to work individually. You will be a confident and clear communicator possessing excellent computerised data management and verbal reasoning skills. We are seeking an enthusiastic individual who can demonstrate excellent attention to detail and accuracy and experience in prioritising workloads.

The appointment is subject to a six-month probationary period, during which performance, conduct and suitability for the role will be formally assessed in line with the trust standards.

Main duties of the job

• To understand and proactively manage the waiting list and  reports within agreed timescales
• To register, schedule and validate outpatient clinics and/or day-care lists for day surgery and to distribute the updated slot unavailability list to the Assistant Service Manager on a weekly basis.
• To book all diagnostics and outpatients treatment patients into the appropriate clinics / day-care list, taking into consideration both clinical urgency and time on waiting list.
• To co-ordinate any special requirements, e.g. hoist beds, transport, interpreters, etc.
• Provide an efficient and polite service to patients when booking appointments and/or day-care procedures, and work collaboratively and co-operatively with others to meet the needs of the patients and their families.
• To support patients, General Practitioners, purchasers and consultants.
• Take responsibility for the accuracy of patient data in accordance with guidelines
• Assist in meeting hospital targets for outpatient and RTT waiting times including all cancer referrals and to comply with all hospital policies including Data
• Assist in the training and mentoring of new staff and to attend all mandatory training

To view the main responsibility, please see the attached the Job Description and Person Specification

Detailed job description and main responsibilities

Key Responsibilities

• Ensure that all Orders are been placed onto Cerner
• Contact patients offering them a choice to dates and agree with them the date in line with the Trust Policy
• Managing waiting lists  for patients requiring admission
• Schedule patients appointments ensuring patient are fully booked on Cerner and ensure a confirmation letter is sent or that patients are telephones if booking at short-notice.
• Ensuring that all clinics and patients are dated in chronological order.
• To communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication
• Respond to enquiries and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence.
• Liaise with all relevant departments involved in providing care and core services to ensure the smooth progression of the patient’s pathway.
• Dealing sensitively with any complaints, problems or issues arising, highlighting and referring problems where necessary to the supervisors/managers.
• Provide expert advice on aspects of the patient’s care within defined boundaries and limits
• Establish and maintain electronic and manual filing systems
• Provide cross cover within administrative area as required.

Waiting list Management and Validation

• Proactively manage the outpatients and diagnostics  waiting list and pathways to avoid breach targets and take steps to resolve any issues e.g. cancelled diagnostics procedures
• To understand 18 weeks referral to treatment (RTT) rules and use them to manage the patient journeys
• Identify and report any issues to the relevant manage which compromise delivery of the 18 week RTT pathway, e.g. lack of capacity
• To understand cancer and diagnostics targets and how it relates to scheduling of patients

To view the main responsibility, please see the attached the Job Description and Person Specification