Plastics Theatre Scheduler

Job overview

We are currently looking for a self motivated, organised and resourceful Scheduler to work for the Plastics Surgery Department as a fixed term position covering a short term secondment.

This is an interesting post, scheduling patients for theatre  for our plastic surgery and burns department.

Reporting to the Team Leader and working closely with Consultants and Medical Secretaries in order to ensure the delivery of the service within NHS targets. The role will involve working flexibly within the department to provide and receive confidential and sensitive information to patients, relatives, staff or external parties as needed.

Main duties of the job

Specifically undertaking the scheduling of Plastics theatres for both inpatient and day cases.

Ensuring efficient management of available theatre capacity against waiting lists in line RTT /Cancer wait times and NHS targets.

Detailed job description and main responsibilities

• Scheduling inpatient and day case admissions ensuring maximum use of available theatre capacity, assessing needs of individual patients and where appropriate rearranging patient combinations to maximise consultant/fellow and co-ordinating joint cases with other specialties within the Trust.
• Agree outpatient pre-assessment and anaesthetic appointments, co–ordinate direct to list cases from referrals to ensure most appropriate treatment pathway using own judgement against set criteria. Letters/information leaflets sent and patient centre updated. Liaison with patients or patient’s carer’s and consultants as necessary for optimal diagnosis/treatment within RTT18 weeks (referral to treatment).
• Ensure that surgical outcomes, including attendance, did not attends (DNAs) and their pathway status, is recorded on Patient Centre (PC) in accordance with Trust policies and procedures.
• Ensure that patient cancellations and DNAs are dealt with in accordance with the Trust’s Waiting List Policy. Fill cancellations with appropriate cases to maximise theatre capacity, liaising with theatres, Consultants/Fellows and management when necessary.
• Inputting correct data on PC on the waiting list, pre-admission. Inputting the correct data on Orsos and arranging the theatre list order taking into consideration patients, clinical, medical, case type, availability of equipment/transplant material and medical staffing availability.
• Send appropriate letters to patients, sending out invitations on nonresponse, also creating freestyle letters when necessary.
• Liaise with internal and external secretaries to arrange observers/clinical attachments/visiting consultants to observe special cases in theatre.
• Liaise with external interpreter services for both Pre-Assessment appointments and theatre admissions.
• Liaise with Histology regarding results for soon cases such as frozen sections, BCCs, SCCs and other biopsies.
• Manage Plastics waiting lists and ensure that you order new equipment when necessary. Liaise with Pharmacy to order prescription medication i.e. Xiapex, Botox etc.
• Liaise with Team Leader when necessary to move Consultant/fellows from clinic to cover theatre lists/urgent cases/trauma. Advise all relevant persons in writing of cancellations and alterations to theatre lists as necessary.
• Greeting patients in a professional and courteous manner and validating patients’ identification and demographic details. Where new or revised information is obtained, update PC and case notes appropriately.  Confirmation of reserved inpatient treatment dates.
• Ensure RTT18 targets are adhered to in conjunction with Manager, amending appointments when necessary. Weekly monitoring of RTT18 position for proactive management of breaching patients.
• Have a full understanding of patient pathways and the significance and application of treatment status codes, in accordance with the Trust’s Waiting List Policy.
• Develop and maintain a sound knowledge of medical terminology relating to Plastic Surgery. Attend Plastics training sessions and when necessary outside forums when required for expansion of knowledge.
• Organise patient transport, assessing eligibility with the patient. Datix reporting of problems.
• Deal with all telephone calls promptly and courteously with an empathetic and professional approach. Telephone triage system to ensure non-routine, challenging or complaint calls dealt with effectively.
• Collate and supply the nursing staff, clinical staff, and management with monthly quality figures for monthly Unit meeting. Supplying all the cancellation and reasons and number of cases performed.
• Manage, supervise and support Band 3 Support Secretaries, volunteer and bank staff, including daily allocation of work, demonstration of duties to new starters and checking and approving work as necessary. Training new staff on the use of Orsos and patient centre.
• In conjunction with team Leader and Service Co-ordinators, identify, develop and implement new procedures to ensure the unit runs efficiently and targets are met.
• Deputise for Team Leader where necessary.

Additional requirements

• Liaise with patients, relatives, Service Co-ordinators, Consultants, Technicians, external doctors (GP’s, consultants) and outside agencies (care homes, prison service etc.).
• Ensure security of the building, contents and personnel, particularly when lone working.
• Ensure patient confidentiality is maintained at all times.
• Prepare theatre notes ensuring all the relevant correspondence and test results are available and filed appropriately in the patients notes.
• Train new and temporary staff as appropriate.
• The post holder will be responsible for continually maintaining their working knowledge of local practices, policies and procedures and highlight ongoing training and development needs to the Manager.
• The post holder requires excellent communication skills, using the appropriate terminology and language required to meet a broad range of patient needs.
• As and when required, you will work flexibly to support the Medical Secretary team.