Patient Access Waiting List Coordinator

Job overview

Full and Part Time posts available

We are looking to appoint an enthusiastic and motivated individual to fill the post of a  Waiting List Coordinator within the Patient Access Services at New Cross Hospital. If you have experience of PAS that would be preferred but if you have administration/clerical experience and are used to working with a keyboard and data entry your application will be considered.

Main duties of the job

The post-holder will have day to day responsibility for managing elective waiting lists. Key responsibilities include constant liaison with Consultant medical staff, patients, General Practitioners, external bodies, ward staff and theatre staff. The post-holder will maintain and validate active and suspended waiting lists ensuring that patients are admitted within guaranteed admission dates. In addition the post-holder will be aware and adhere to the waiting list policies and procedures for the effective management of the waiting lists.

It is expected that staff will be able to demonstrate a significant level of initiative in organising their workload and in taking decisions and action within clearly defined limits. The post-holder will specialise in one waiting list area but must be able to cover a variety of others.

To ensure patient confidentiality is maintained at all times.

Detailed job description and main responsibilities

• To co-ordinate the day to day management and maintenance of the inpatient/day case waiting lists in accordance with the Patient Access Policy. 2. To select cases for theatre lists within give guidelines ensuring the nation and local targets are met. 3. To replace cancellations, as and when necessary, with like for like cases or within guidelines provided, whilst taking into account the national targets for waiting times. 4. To instruct patients with regard to the stopping of specific medication and inform patients of starving requirements depending on scheduling of theatre sessions. When required to send bowel preparation with instructions directly to patients. 5. Dealing with all patients enquires regarding cancellations, rescheduling, holiday bookings and suspensions. 6. To contact the patients and agree a convenient date for their admission, in line with booked admissions. 7. Notifying all patients with regard to pre-operative assessment appointments. 8. To manage and monitor those patients who have been suspended, RTT clock paused or on ‘watchful waiting’. This involves validating length of suspension, reason for suspension and, as appropriate putting the patients back on the waiting and organising an admission date. 9. Liaise with clinicians regarding appropriate scheduling of patients such as case mix together with other key information to ensure the full utilisation of theatre lists. 10. Be responsible for producing operating lists for individual operating sessions, including special/clinical instructions and circulating to the designated areas in a timely manner. 11. Informing the theatre staff of specialist theatre equipment required as directed by the medical staff and arrange for identified representatives to be present at the time of surgery. 12. To accurately in-put, up-date and monitor patient related information onto the computerised Patient Administration System.  13. To report and keep records of patient cancelled on the day of surgery to ensure the patient is re-dated for surgery within the 28 days national target  14. Produce, on a weekly basis, a list of elective admissions in an accurate and timely manner.  15. To prepare case notes for all attendances ensuring they comply with the Standard Order of Case Notes, and to ensure investigation reports relevant to each attendance are available.  16. To be responsible for the security of case notes and all patient information held within the department. 17. To ensure the timely delivery of case notes to the pre-operative assessment clinics and admission areas ensuring that all relevant test reports are included.  18. To work closely with Medical Secretarial and Health records clerks to ensure the development of an efficient team to effectively support the Directorate.  19. To be responsible for the timely processing of all incoming and outgoing mail.  20. To respond in a professional and sensitive manner when dealing with confidential issues.  21. To collect relevant statistical data relating to patient activity.  22. To be actively involved with procedural changes. To provide information/case notes as requested by Medical Staff for such purposes.  23. To act as a mentor for newly recruited Waiting List staff, including an introduction into working practices and procedures within the Department.  24. To be aware of the security arrangements in your own working area and to be responsible for the security/distribution of keys held in the department.  25. To cover in the absence of colleagues as required.  26. To attend mandatory training sessions and undergo training as deemed appropriate by Managers.