Booking Coordinator - Ophthalmology
Job summary
We are excited to offer three full-time opportunities to join our busy and dedicated Ophthalmology team as Band 3 Booking Schedulers. We are looking for enthusiastic, organised and motivated individuals who are passionate about delivering excellent patient care and providing an efficient, high-quality booking service.
These are important roles within the Ophthalmology department, supporting the smooth running of both inpatient and outpatient services. The successful candidates will play a key part in ensuring patients are booked for their appointments, procedures and treatments in a timely and efficient manner, helping to provide a positive patient experience throughout their journey. Previous experience in a booking, administration would be advantageous.
However, we are equally interested in individuals who demonstrate the right attitude, a willingness to learn and a commitment to providing an excellent service.
Main duties of the job
To work as a flexible member of a team to carry out clerical duties within the Patient Access Services giving support to patients, medical staff and the management process, maintaining an effective customer focused service.
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence.
We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below: https://forms.office.com/e/ahWY3eAGM2 We appreciate you completing the survey.
Job responsibilities
Key Result Areas:Principle duties will be amongst the following dependant on area of work on the day:-Key Responsibilities:Negotiate patient appointments to attend for both Outpatients and day surgery/ in-patient procedures, working against agreed protocols either through face to face contact or via the telephone, including any changes to pre-planned dates.Ensure all relevant patient information is recorded on the Trusts PAS system and updated accordingly, including early offers of operation date.To be the point of contact in the Trust for booked admission enquiries from patients.Work flexibly and provide cross cover for colleagues in the Department.Deal with day to day enquiries from patients, Consultants and other staff within the Trust in a professional and calm manner.Inpatient /Outpatient Booking ManagementLiaise with clinicians to create a database of operation times per procedure, together with key information regarding fully utilising theatre lists.Strict adherence to sequential inpatient/outpatient booking, access booking times and the waiting list policy is essential.Book pre-operative assessment appointments as necessaryOrder any specialised equipment as necessary in a timely manner to ensure equipment is available for the list.Create and forward admissions and theatre lists to wards, theatres and other departments as necessary.Ensure any patients who have not responded to invite letters, or do not attend pre-operative assessment clinics, are dealt with in line with the Patient Access Policy.Ensure patients on a 2 week wait pathway are treated within national cancer target requirementsCommunicationEnsure patients are sent appropriate communication regarding their appointments i.e. confirmation letter to patient, reschedule letter, along with any relevant information.To provide non clinical advice regarding procedures & processes to the patient as per their individual requirements.
To seek further advice from the Consultant or lead nurse if required.Liaise with patients to ensure they receive relevant information regarding the booking process with telephone & E mail contacts.Participate on the call handle rota, managing calls in a professional manner and assisting patients with their queries.
Person Specification
Qualifications · Essential
Good general education NVQ level 2 Customer Service/ Administration or equivalent European Computer Driving Licence (ECDL) or RSA Stage II/III Typing. NVQ 3 Customer Service/ Administration or equivalent knowledge
Experience · Essential
Previous customer service experience Previous clerical experience
Desirable
Previous Healthcare/NHS experience
Skills · Essential
Articulate and able to communicate clearly: verbally and written Good interpersonal skills - able to work as a team Able to use initiative and show practical skills and dexterity. Competent to communicate with all grades of staff and public Knowledge and use of outlook, excel and word Ability and experience in managing own workload Demonstrates initiative and use of innovative and lateral thinking in problem solving. Good analytical skills to ensure good knowledge and experience in balancing theatre lists/clinic mix
Desirable
Knowledge of Patient Administration System. Good understanding of clinical procedures in order to manage waiting list. Knowledge of Medical terminology Personal qualities
Essential
Responsible and reliable Able to use own initiative Able to work effectively as a team member Co-operative and flexible Recognises own limitations Receptive to change Professional manner. Adhere to patient confidentiality Able to work under pressure and meet deadlines
Desirable
Able to implement new ideas to benefit patients, staff and working environment Other job requirements
Essential
Keen to develop personal skills Demonstrate ability to work flexibly and ability to multi task
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) . From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
