Booking & Scheduling Coordinator

at  Tameside and Glossop Integrated Care NHS Foundation Trust

Band 4 - Permanent
30 Hours
Responsible for providing a high-quality and efficient service for all Elective patients including Cancer patients who require a procedure at Tameside and Glossop Integrated Care NHS Foundation Trust. Demonstration of initiative, independent judgement and decision-making skills is imperative to support the Booking & Scheduling Team in the effective management of patients on Elective waiting lists in accordance with Access Targets and Trust Access policies. Full co-ordination of pre-operative assessment and Anaesthetic assessment outcomes (where applicable) is required for all patients including complex admissions to ensure patients are prepared for theatre, endoscopy and outpatient procedure lists this will require working in close liaison with nursing colleagues, cancer teams, clinicians and Patients.
The post holder will also be responsible for the coordination of reports and booking of outpatient/Inpatient theatre and endoscopy procedures. They will work with clinicians and provide regular updates regarding patients on waiting lists.
The post holder will attend multi-disciplinary team meetings, obtaining and recording relevant patient information to meet both national and local requirements.
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
Safety
Care
Respect
Communication
Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+ & Disabled people.
Benefits include flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.

Understanding and complying with the Trust’s Patient Access Policy, Health Records, Caldicott and Data Protection Act policies;
Undertaking to use all patient systems across the Trust including Lorenzo, in addition to localised departmental computerised systems.
The collection of data to meet the DoH’s minimum data sets for inpatients, day cases and outpatient procedures ensuring that complete, accurate and timely data is recorded on the relevant computerised systems to the highest quality standard;
Contribution to the achievement of patient access targets through continual validation of patient pathways, and patient waiting lists escalating any identified issues or delays to the attention of clinical and or management teams
The management of complex patient pathways and liaising with multidisciplinary teams in relation to complex surgeries.
Take initiative in effectively and efficiently managing the waiting lists of a group of consultants in accordance with all trust policies and government wait time targets.
Engage with patients around additional resources and ensure all key information is passed to the patients and to the independent sector where required.
Adding patients to the Patient Administration System ‘Waiting List’, ensuring that patients are on the correct 18-Wk pathway.
Agreeing pre-operative assessment appointments and admission dates with patients, ensuring that all relevant pre-admission checks, tests and x-rays have been completed.
Arranging admissions for day case, inpatients and outpatient procedures, selecting the correct waiting list episode, pre-admitting and producing patient TCI letters and ensuring correct codes are selected;
Ensure that all cancellations and DNAs (did not attend’s) are actioned, using defined protocols to deal with patients who wish to change or cancel their appointments or admission date;
Booking of short stay, day case and HDU/ICU beds for patients as appropriate
Ensuring theatre lists endoscopy lists and out-patient procedure lists are constructed to maximise levels of utilization, liaising with theatre endoscopy and out-patient staff with regards to equipment and reporting any capacity issues to a line manager;
Liaising with consultants in relation to case-mix, additions to lists and list changes.
Ensuring cancelled patients are replaced appropriately on the theatre, endoscopy and out-patient procedure lists, maintaining maximum levels of theatre utilisation;
Assist in the vetting and scheduling of all inpatients in endoscopy Ensuring that all systems are updated and scheduling confirmed with wards once completed.
Where required ensure all Best interest meetings coordinated with all staff and complex pathways are updated.
Ensure that where required Interpretation services are arranged for all relevant procedure dates.
Weekly validation of specialty PTL’s to ensure all outcomes are actioned within key timeframes. A PTL review with the Booking & Scheduling Manager is to take place regularly with delays escalated and evidencing of effective waiting list management of complex patient pathways with various teams and stakeholders is to be demonstrated.
Attending weekly MDT cancer meetings to ensure that all patients are ready for procedures and are dated within their diagnostic and 62-day pathways in coordination with multidisciplinary teams. Some tracking with internal teams will be required to ensure patients are ready for procedure. Key actions and minutes to be recorded throughout MDT meetings and all actions to be undertaken accordingly.
Liaising with other disciplines, staff and departments ensuring relevant information is communicated in a timely manner, acting in a professional and polite manner at all times
esponding appropriately and efficiently to all internal and external mail from all disciplines.
Responsibility for maintaining departmental stationary supplies and office equipment and ordering where required adhering to budgetary confines and following local departmental processes.
Ensuring stock of patient information leaflets is maintained and numbers controlled by recording all relevant information in a departmental excel spreadsheet log– ordering additional supplies where required.
Ensuring that all specialised kit required to carry out endoscopy procedures are requested in a timely manner through Unisoft and the Endoscopy ward manager at time of booking patient.
Ensuring that all specialised kit required to carry out theatre procedures are requested in a timely manner through the theatre utilisation weekly group and recorded within EIS
Adapting positively to change when new booking methods or working practice guidelines are introduced;
Working additional hours as and when required to meet the demands of the service or when colleagues are absent through annual leave/sickness. Prior notice will be given;
Undertaking any other duty as requested by your supervisor / manager which is appropriate to the grade to ensure the smooth running of the department