Job Description

• Use appropriate systems to admit and discharge patients booked for surgery at the Independent Sector/Community Provider location accurately
• Diary management when sending through demographics and request PACS ready for surgery in advance of appointment/surgery.
• Attend daily bed meetings and correspond with appropriate Managers and Ops Managers when escalating any concerns and in a professional manner.
• Maintain and update records on theatreman as appropriate to amend list order, complete team brief. Completing and cascading cancellations to relevant teams.
• Follow all policies and procedures when dealing theatre and patient cancellations (in line with Administrative Guidance Notes/Patient Access Policy)
• To complete accurate information using the relevant patient systems, PTL’s, Theatreman, databases etc.
• You will be responsible for ensuring accurate data entry and will be expected to report daily on performance.
• You will be responsible for adhering to all administration processes agreed as part of the Trust/Provider contract.
• You will ensure that all relevant administration tasks are delivered as per the contract service specification to ensure that the Trust does not breach any contract standards.
• You will be responsible for adhering to the contract timeframes and will be expected to actively escalate any areas of non-compliance.
• To attend all relevant meetings to your job role between the Trust and Independent Sector/Community Providers.
• When handling healthcare records to be following GDPR and Medical records policies.
• To be responsible for making pre-assessment appointments in according with the Trust’s administrative guidance notes in that all patients are clinically fit for the treatment prior to agreeing a date for their admission.
• To manage and compile the production of theatre lists, scheduling patients using agreed booking tools and processes ensuring all patients are listed in the appropriate clinical order.
• Actively support the waiting list supervisor and other members of the waiting list team to arrange patients to come in at short notice in the event of a cancelled admission. Paying particular attention to special requirements as highlighted by the consultant or pre-assessment team e.g. specialist theatre equipment required and any previous validation comments.
• To deal with enquiries including telephone enquiries in a helpful, courteous and efficient manner to required standards. To communicate efficiently and politely with patients who will be proceeding with their surgery at an Independent Sector/Community Provider site.
• Be empathetic with patient needs recognizing some of the complexities of any given situation.
• To notify the relevant management lead as per the Trust cancellation process if there is a risk of patients being cancelled at short notice being aware of potential breaches that may be on those lists.
• To ensure that Did Not Attends, cancellations, removals from the waiting list and holding lists are accurately recorded and comply with the Trust’s access policy and outcomes are effectively communicated to patients and clinicians.
• To undertake training as deemed necessary, ensuring up to date knowledge on Trust policies, procedures and processes. Ensure all mandatory training is maintained.
• Participate in any relevant training and support and assist in the induction of new staff.
• To retrieve case notes for admission queries in line with the Division’s working practice.
• In conjunction with the Independent Sector supervisor deliver training and provide specialty specific support to new staff members.
• To validate data as required to assist the Independent supervisor.
• To work flexibly to support the team to ensure the work is evenly distributed and to provide cross-cover during periods of annual leave or sickness.

Required Knowledge, Skills, and Abilities