Outpatient Booking Officer - Oxford, United Kingdom - Oxford University Hospitals NHS Foundation Trust

Oxford University Hospitals NHS Foundation Trust

Verified Company

Oxford, United Kingdom

11 hours ago

Posted by:

Tom O´Connor

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Description

An exciting opportunity has arisen for a Band 4 Outpatient Booking Officer to join our team within Specialist Surgery. The post will be pivotal in supporting the Team Leader.

The successful individual will work as part of a team, being responsible for effectively managing the smooth co-ordination of the outpatient waiting list service and validation of pathways.

The post holder will need to have strong understanding of the Elective Access Policy and elective targets to ensure Outpatient, Diagnostic and post-operative waiting times are met in a consistent and timely manner.

The position requires the demonstration of strong organisational skills and the ability to work using your own initiative. If you are self motivated and keen to join our team then we would encourage you to apply

Job Profile

Job Title Outpatient Booking Officer

Accountable To Outpatient Booking Team Leader

Remuneration AfC Band 4

Tenure Substantive

Job Summary

The post holder is one of a team responsible for effectively managing the smooth coordination of the outpatient waiting list service for the Directorate and ensuring that elective targets in relation to ensuring Outpatient, Diagnostic and post-operative waiting times are met at both in a consistent and timely manner.

The post holder will be responsible for the weekly validation of the Trusts' patient tracking list (PTL) and will inform the Outpatient Booking Team Leader of any capacity issues identifying patients that cannot be treated within the Cancer and 18 week Referral to treatment (RTT) targets.

Overall Objectives
Ensure accurate and comprehensive patient records and clinical details including outpatient referrals are added onto EPR in a timely manner, according to agreed standards, (the Trusts' Elective Access Policy and Data Quality).
Book appointments on EPR as per Trust procedures in line with the Trusts Elective Access Policy and ensure all referrals are clinically triaged within 48 hours.
Ensure that patients on ERS (Electronic Referral System) are given appointment dates in accordance with clinical priority and length of wait, and that patients on the ASI list are managed accordingly.
Ensure that the appropriate action is taken following both patient and hospital cancellations, such that the utilisation of elective capacity is maximised.
Ensure that the patients' 18 week RTT pathway is correct on EPR before undertaking any changes.
Proactively monitor all outpatient clinics and highlight any capacity issues or potential Cancer or 18 week breaches, where possible prevent these with the support of the Outpatient Booking Team Leader
Be responsible for manging designated patient tracking lists (PTL) and attend weekly PTL meetings with the management teams.
To ensure all clinician annual leave and changes in outpatient sessions are accurately recorded on the electronic patient record (EPR) and that the affected outpatient sessions are proactively maintained such that maximum waiting times are met and capacity is fully utilised. As such the post holder will liaise closely with clinicians, managers, nursing and administrative staff.
Take a lead to resolve clinic cancellation issues by communicating with colleagues and arranging cover or alternative clinics where required.
The post holder is expected to develop an understanding of the Trust Elective Access Policy and related procedures, and to make a positive contribution to the ongoing development of elective administration processes.
To provide guidance and supervision of the Band 2/3 Link Grade Outpatient Booking Clerks.
Key responsibilities
All Consultants, clinicians and nurses are required to give a minimum 6 week notice period of any clinic alterations. Ensure that any requests outside this period are highlighted to the Outpatient Booking Team Leader.
Keep an accurate record of all Consultants, clinicians and nurses leave requests and detailed accounts of reasons for clinic cancellations.
Ensure that any clinic changes are completed and approved via clinic maintenance pro formas for any changes to clinic templates on the EPR system.
This role requires a high level of concentration to be maintained, precise, analytical, accurate detailed work and regular emotional effort when initiating and responding to patients on the telephone and via NetCall.
An understanding of medical terminology will be of benefit.
To receive and make telephone calls and take appropriate action/discussion with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature.
Maintaining filing system and other basic office duties.
The post holder must exercise judgement to analyse and resolve problems.
Have an understanding and familiarity of medical terminology in relation to the Directorate.
The post holder is required to work unsupervised and is expected to plan and organise his/her own time.
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