Radiotherapy Treatment Scheduler, Band 3

at  Gloucestershire Hospitals NHS Foundation Trust

Using computerised radiotherapy information system (ARIA) to arrange all appointments for radiotherapy patients, make modifications and keep accurate computerised records.
Organise patient appointments and book a variety of complex treatment regimens (using specialised booking templates) including additional specialist review clinics. Managing capacity/expectation of certain patients to avoid overbooking.
Ensure target dates and approved fractionation adhered to reporting any deviation to MDT office and department head as appropriate.
The post holder is responsible for providing a comprehensive and efficient scheduling service for patients and staff in the Oncology Centre.
The post holder is responsible for the booking of both simple and complex appointment regimes which include Radiotherapy and additional specialist services whilst working to agreed timescales
Be pro-active in the management of patients along their pathway with a focus on providing a quality service to patients
Work autonomously to organise own work load without direct supervision. Prioritise depending on clinical urgency and target dates, working to the 31 day decision to treat date, and 2 week wait rules.
The Gloucestershire Oncology Centre provides Radiotherapy services and consultations to patients from Gloucestershire, Herefordshire, and Worcestershire and in some instances beyond these geographical regions. The centre is run over two sites with the primary site located in the Oncology Centre of Cheltenham General Hospital and a satellite site at the County Hospital, Hereford. Our work involves Clinical and Medical Oncologists, Radiographers, Medical Physicists, Nurses and other support staff.
The objective of the Oncology Centre and Radiotherapy department is to provide curative and palliative care to patients in a compassionate and professional environment. The Radiotherapy Vision is – “Outstanding Radiotherapy delivered with excellent professionalism, expertise and compassionate care” To this end the post holder will have responsibility for helping the Radiotherapy Radiographers run an efficient, high quality, safe service for patients by undertaking scheduling duties which entails booking patient’s treatment schedules within the Radiotherapy department.
Schedule and co-ordinate appointments for Radiotherapy patients.
Work autonomously to organise own work load without direct supervision. Prioritise depending on clinical urgency and target dates, working to the 31 day decision to treat date, and 2 week wait rules.
Learn and understand a wide and varied number of medical terms, abbreviations and acronyms. Develop a knowledge of Radiotherapy regimes and be able to identify and deal with referral forms that are incomplete or incorrect.
Using computerised radiotherapy information system (ARIA) to arrange all appointments for radiotherapy patients, make modifications and keep accurate computerised records. Organise patient appointments and book a variety of complex treatment regimens (using specialised booking templates) including additional specialist review clinics. Managing capacity/expectation of certain patients to avoid overbooking. Ensure target dates and approved fractionation adhered to reporting any deviation to MDT office and department head as appropriate.
4 Accurately use TRAKCARE and be able to interrogate the system for additional patient identification and information. Use INFOFLEX, to read annotations.
4 Ability to multi task, cope with interruptions from telephone enquiries/visitors to the office, staff and patients wishing to change appointments, which require the post-holder to prioritise in order to accommodate immediate needs. Be able to answer queries regarding schedule changes and queries from Oncology Manager and team,MDT regarding target patients and liaising with Planning department to meet any targets.
Maintain the working environment to appropriate standards in a tidy, clean and operational state and work in such a way that the risk of accidents is kept as low as possible.
Use a range of communication skills to provide basic information and reassurance to cancer patients and their relatives in circumstances where they may be worried, distressed or confused. Know own limitations and refer on as necessary
Work to set standards & protocols, functioning in accordance with best practice and in a manner that meets professional, departmental and legal standards and requirements.
Perform all administrative tasks required, including scheduling and data entry of patient specific information into Aria
Use of specific department computerised patient system - ARIA (training can be given)
Contribute to safe working practices, recognise issues and report these and any faults to the Radiotherapy Administrator Co-ordinator
Participate in departmental quality projects.
Supervise and teach student Radiographers, radiographers and support workers about breach dates and appointment care paths
Liaising with Radiotherapy Support Workers regarding hospital transport arrangements when necessary.
Liaising with Chemo bookers regarding start dates and any changes.
Liaise with Word 360 to arrange and progress interpreter services. Arrange sign language interpreting via Gloucestershire Deaf Association.
Inform Pacemaker team in Pre-treatment of Pacemaker patients to ascertain monitoring needs

Please refer the Job description for details