Chemotherapy Scheduler

at  The Christie NHS Foundation Trust

The Chemotherapy team require a scheduler to work as part of our existing team to schedule patients receiving Systemic anti-cancer treatments. The post holder will be expected to work as part of a very busy team, spending time in out- patient clinics and covering other administration roles including reception .
The post holder will require excellent communication skills and be able to work as part of a team but also be able to manage your own workload. The role requires considerable amount of computer work using a few of the trusts systems. A good knowledge of these information systems would be an advantage, although training will be given.
The post holder’s role will include the booking of patients SACT treatment, and booking Outpatients appointments, communicating with patients and relatives both face to face and on the phone, ensuring patients receive their appointments in a timely manner. Other administration skills will be required.
The role requires the individual to meet deadlines for appointments and targets, to communicate well with all members of the multidisciplinary team, patients, and their relatives and to act in a professional, courteous manor at all times.
The successful candidate would be expected to cover reception duties and work a variety of shifts between 7.30 am and 6 pm throughout the week, there will also be an expectation to work some bank holidays and Saturday’s on rotation.
The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

Communication & Relationship Skills

• Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format
• Communicate complex information about chemotherapy appointment schedules to patients
• Communicate with patients who may be anxious, angry or upset
• Exchange relevant information with GPs and other health professionals
• Deal compassionately with distressing situations
• Liaise with other members of staff regarding case notes and patient visits
• Maintain patient confidentiality at all time

Analytical & Judgmental Skills

• Resolve issues arising in own role, such as cancellation of patient appointments and missing patient notes
• Use own initiative to liaise with clinical staff where necessary regarding patient queries
• Use patient information systems to assist patients and staff with solving issues
• Apply knowledge to correctly code treatment appointments and first definitive treatments
• Assess patients’ demographic details and alert management if they do not reach eligibility criteria for treatment in the NH

Planning & Organizational Skills

• Plan for patient admissions, appointments, and discharge
• Clinic preparation to ensure that all clinical notes and forms are present
• Make alterations to clinic structure to accommodate arrival of unexpected patients
• Use the Iqemo scheduling system to book patients for treatment.
• Re-arrange clinics to accommodate staff absence
• Ensure that annual leave does not occur at the same time as colleagues
• Provide cover for colleagues across the Division and at other trusts who deliver chemotherapy activity in times of sickness and annual leave – therefore will be familiar with systems and processes in all areas

DUTIES AND RESPONSIBILITIES

The scheduling of patients SACT treatment, and Outpatients appointments, communicating with patients and relatives both face to face and on the phone, ensuring patients receive their appointments in a timely manner. Other administration skills will be required.
It requires the individual to meet deadlines for appointments and targets, to communicate well with all members of the multidisciplinary team, patients, and their relatives and to act in a professional, courteous manor at all times.

KEY ROLE DIMENSIONS

Communication & Relationship Skills

• Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format
• Communicate complex information about chemotherapy appointment schedules to patients
• Communicate with patients who may be anxious, angry or upset
• Exchange relevant information with GPs and other health professionals
• Deal compassionately with distressing situations
• Liaise with other members of staff regarding case notes and patient visits
• Maintain patient confidentiality at all times

Analytical & Judgmental Skills

• Resolve issues arising in own role, such as cancellation of patient appointments and missing patient notes
• Use own initiative to liaise with clinical staff where necessary regarding patient queries
• Use patient information systems to assist patients and staff with solving issues
• Apply knowledge to correctly code treatment appointments and first definitive treatments
• Assess patients’ demographic details and alert management if they do not reach eligibility criteria for treatment in the NHS

Planning & Organizational Skills

• Plan for patient admissions, appointments, and discharge
• Clinic preparation to ensure that all clinical notes and forms are present
• Make alterations to clinic structure to accommodate arrival of unexpected patients
• Use the Iqemo scheduling system to book patients for treatment.
• Re-arrange clinics to accommodate staff absence
• Ensure that annual leave does not occur at the same time as colleagues
• Provide cover for colleagues across the Division and at other trusts who deliver chemotherapy activity in times of sickness and annual leave – therefore will be familiar with systems and processes in all areas.

Physical Skills
Work in patient information system, requiring standard keyboard skills
Use office equipment including PCs, fax machine, and phones

Responsibility Patient/Client Care

• Provide comprehensive advice to patients/relatives regarding appointments
• Signpost patients to other areas of hospital

Responsibility Policy & Service Development

• Follow all relevant policy and legislation
• Work collaboratively with colleagues to ensure policies are adhered to

Responsibility Financial & Physical Resources

• Handle financial donations, frequently made by patients visiting the unit
• Ensure that office supplies are adequate, ordered and obtained for the smooth running of the unit

Responsibility Human Resources
To provide induction support to new post holders
Demonstrate workplace routines to less experienced members of staff
Responsibility Information Resources
Update patient demographic details in patient information system
Enter patient appointments and outcomes in patient information system
Track patient notes in patient information system
Print forms to attach to patient notes
Print out daily clinic lists

Responsibility Research & Development

• Undertake surveys/audits as necessary to own work

Freedom to Act
Post holder is expected to follow all relevant protocols, SOPs and standard practice.

Administrative manager is available as point of reference for any queries and will meet regularly with staff

• Plan and organize own time and workload activity with prioritization
• Use own initiative to solve problems and answer staff and patient enquiries

Physical Effort

• Periods of time spent sitting at keyboard to input information
• Moving heavy sets of case notes around reception areas frequently during day

Mental Effort

• Concentration is required when making appointments and entering data on patient information system
• Constant interruptions from phone calls, patients presenting at reception and demands from other members of staff
• Unpredictable pattern of working due to arrival of unplanned patients, missing case notes, cancelled clinics, staff absence and patient illness

Emotional Effort

• Direct interaction with patients suffering from terminal illnesses
• Receiving phone calls from family members informing of the death or deterioration of patients
• Frequent exposure to distressed patients who are upset or angry

Working Conditions
Continuous use of VDU for patient management
Very busy reception area
Frequent exposure to physically ill patients in waiting are