Job overview
Endoscopy Booking Administrator - Band 3
Contract - Permanent
The post holder will have the day-to-day responsibility for managing the Endoscopy waiting list. Key responsibilities include liaison with medical staff, patients, GP’s, external bodies, outpatient and day treatment centre staff. Maintenance and validation of the waiting list is essential, the post holder must ensure that patients are admitted within guaranteed admissions dates. In addition the post holder will be aware of waiting list policies and procedures for the effective management of the waiting list. The post holder will contribute towards the effective management and running of the Endoscopy Department.
Functions of the role include excellent customer care, close liaison with the Team Leader, Endoscopy Waiting List Coordinators, medical staff and the use of Careflow EPR, Unisoft, Choose and Book and other software as required. Full training on these packages can be provided.
Main duties of the job
1. To be responsible for booking, changing and cancelling patient appointments.
2. Ensuring that all access and booking standards are met in regards to patient appointments when booking.
3. To input and maintain information on CareFlow EPR, Solus Endoscopy and other software packages as required for patients referred, admitted or discharged.
4. To contact all suspected cancer patients and offer them an appointment within the target period.
5. To ensure all direct booking patients from primary care are booked appropriately
6. To help / verify data for reports when necessary
7. To ensure all patients booked from clinic receive their appointment letter, procedure leaflet and consent leaflet (and any other relevant information / prep) before they leave clinic.
8. To be responsible for undertaking clerical and at times, receptionist duties for the unit including ensuring a clean and safe environment.
9. Commitment to ICSU and Trust objectives and values.
10. Other duties as directed by the Endoscopy Team Leader or Service Manager.
Working for our organisation
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Detailed job description and main responsibilities
Waiting List Co-ordination:
11. To book and monitor all endoscopy lists ensuring that all lists are filled to capacity
12. To advise and link with medical staff on a regular basis regarding endoscopy admissions
13. To escalate any issues to the team leader and/or the service manager in a timely manner
Additional Duties:
14. It is expected that the post holder will undertake their responsibilities in a polite and courteous manor at all times
15. To always respect and maintain patient’s confidentiality
16. To provide support and cover in time of sickness or annual leave.
17. To carry out any other duties as required commensurate with this grade
Personal Development:
18. The post holder will be required to have in house training as deemed necessary to undertake their duties and responsibilities. In addition the post holder will have regular job appraisals.
For more information regarding the main responsibilities of the role, please refer to the attached Job Description.
Person specification
Education/Qualifications
Essential criteria
19. 5 GCSE's or Equivalent
Skills
Essential criteria
20. Excellent Communication & Interpersonal skills
21. Have the confidence to liaise with all levels of staff across the Trust
22. Excellent computer literacy, ability to use Microsoft Office
23. Able to work well under pressure and to strict deadlines
24. Able to work without direct supervision and on own initiative
Desirable criteria
25. Experience of using Patient Administration Systems
Knowledge
Essential criteria
26. Knowledge of NHS performance targets
27. A good understanding of the changing NHS environment and the relevant targets and standards of care
28. Excellent Communication & Interpersonal Skills
29. Experience of working within a busy organisation
Desirable criteria
30. Knowledge of and previous work experience in the NHS/ working with other clinical specialties
31. Waiting List Experience
Personal Qualities
Essential criteria
32. Ability to work under pressure
33. Enthusiastic and positive with a “can do” approach
34. Dynamic & Flexible
35. Motivated and a good team player
36. Appropriate assertiveness skills
37. Commitment to high standards of patient care
38. Good Attendance record
39. Values and respects others, treats everyone as an individual, is non-judgemental
40. Motivated to be genuinely kind and caring
41. Helps and co-operates with colleagues
42. Willing to learn, open to change
43. Motivated to make a difference in whatever way they can
44. Takes pride in themselves, their appearance, their role and where they work.
SAFEGUARDING CHILDREN AND ADULTS
To comply with the Trust’s Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:
45. Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
46. Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
47. Ensure you are familiar and comply with local protocols and systems for information sharing.
48. Know the appropriate contact numbers and required reporting lines.
49. Participate in required training and supervision.
50. Comply with required professional boundaries and codes of conduct
Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.