The Elective Admissions Team is seeking to appoint a new Elective Admissions Manager.
As the Elective Admissions Manager you will monitor the performance and the sustainability of the Planned Care Access Targets across Divisions, which includes Referral to Treatment (RTT) as well as the Cancer and Diagnostic standards. You will provide high quality leadership and management to ensure the delivery of the national standards/national elective recovery targets.
You will need to provide and be responsible for tracking patients on an RTT pathway. You are responsible for the provision of a high standard of administrative service, leading members of staff and coordinating systems on a day-to-day basis. The role also requires handling complex and sensitive information for the management of Pre-Op, Operating Theatre lists, Endoscopy Suites & satellite suites waiting list admissions. This will involve making decisions for booking, and the supervision of booking patients, for a range of pre & post-surgical/treatments for out-patient clinics, as well as handling GP, patient & relative queries, and bookings directly from clinics based upon multifaceted information.
You will be required to provide expert advice on elective pathways, RTT pathway validation and bespoke training for operational teams, clinicians, and other relevant departments.
Main duties of the job
* Forecast, plan and implement action relevant to the management & achievement of access waiting times across all specialties.
* Implement, plan and maintain systems and processes to lead to the achievement of the 18 weeks Referral to Treatment Target (RTT).
* Monitor staff management of waiting lists and undertake waiting list validation as required.
* Work closely with the Information department and provide operational waiting list information and advice as required to Directorate/Divisional Managers on all matters in relation to waiting list management.
* Review and identify potential breaches in a timely manner, ensure breaches are avoided/minimized whilst ensuring appropriate escalation to senior management.
* Manage Elective Admission Team in line with Trust policies on recruitment, sickness absence, personal development and appraisal including disciplinary, and grievance as required.
* Responsible for the monitoring and management of pay and non-pay budgets to support effective financial management.
* Undertake complaints management - providing advice and guidance to staff members in line with Trust policies and provide direct patient communication in the management, prevention and response to formal complaints and PALS enquiries.
About us
There's never been a better time to join us. We have been accepted for the new hospital program which means we have the once-in-a-career opportunity to be involved in the planning and building of a completely new hospital here on our Steeton site by 2030. By joining us now, you'll be a key part of our journey over the next few years, with the chance to input into a state-of-the-art, modern healthcare facility that will deliver care to our communities for decades to come. We are also on the journey to a new electronic patient record, part of our wider ambition for our digital future - a future that builds on our significant telemedicine and digital care success.
Job responsibilities
As the Elective Admissions Manager you are expected to provide and be responsible for tracking patients on an RTT pathway. You are responsible for the provision of a high standard of administrative service, leading members of staff and coordinating systems on a day-to-day basis. The role also requires handling complex and sensitive information for the management of Pre-Op, Operating Theatre lists, Endoscopy Suites & Dales Suite waiting list admissions. This will involve making decisions for booking, and the supervision of booking patients, for a range of pre & post-surgical/treatments for out-patient clinics, as well as handling GP, patient & relative queries, and bookings directly from clinics based upon multifaceted information.
* Responsible for the delivery of care to patients by managing and controlling the outpatient appointment process of all specialties using the department, including the reorganisation and cancellation of admission dates where required.
* Able to manage confidently and professionally difficult and potentially highly distressed patients and situations by providing reassurance and resolution using experience, initiative, and explanations where necessary of Trust and NHS policies and procedures, utilising tact and empathy to minimise distress and complaints.
Policy & Service Delivery
* Ensure effective administrative functioning and maintenance of the waiting list across the specified areas.
* Ensure departmental compliance with the Access Policy and participate in policy review and design in line with national and local access targets.
* Design, implement, develop and maintain communication systems and policies across all groups in relation to outpatient waiting list functions to ensure organisational, patient and staff communication is clear.
* Co-ordinate administrative tasks in delivery of subcontracted work including the transfer of patients to other providers.
* Attend Divisional/Directorate and Trust wide meetings as required and to action appropriate tasks.
* Attend and represent the Trust as required at appropriate external meetings and events.
* Assist and lead in the investigation of PALS enquiries and formal complaints as required.
* Work closely as required with all levels of staff including Clinicians and Clinical Directors both within and across the Directorates in relation to all matters pertaining to administrative and waiting list management.
Financial & Physical Resources
* Manage the delegated budget for both pay and non-pay identifying cost improvements in line with Trust targets where appropriate.
* Manage, monitor and authorise stock and non-stock requisitions to ensure that resources are used efficiently and effectively.
* Monitor the usage and allocation of office accommodation across the function to ensure the space is used effectively, liaising with IM&T and the Estates departments as required.
Information Resources
* Prepare, analyse and present information as required in relation to waiting list management and performance regarding the achievement of targets.
* Work closely with cross group Patient Service Managers, Clinicians, and the Information Departments to ensure compliance to targets.
* Develop and utilise spreadsheets to present complex statistical information in a meaningful manner.
* Provide training of systems to staff as required.
* Operate Trust IT systems and monitor waiting list management and data quality.
Research & Development
* Continually review services to ensure that patient and service needs are met, in line with best practice waiting list management.
* Participate where required and provide data for audit review and future service planning.
* Provide expert subject support for the design, development & implementation of National & Local initiatives to improve services within the department and across the Trust.
Human resources:
* Ensure appropriate recruitment of all staff in respective departments.
* Manage all staff with annual appraisal and personal development plans.
* Identify the training needs of staff and ensure equity of access and that training needs are met.
* Maintain systems for the management of annual leave, study and sickness absence.
* Chair and participate in meetings with cross group administrative teams to discuss and gain group agreement on issues as required.
* Provide leadership and direction to staff within remit of responsibility, ensuring that support is available to enable staff to fulfil their role effectively in line with Trust policies and procedures.
Person Specification
QUALIFICATIONS & TRAINING
* Degree or equivalent experience or training.
* Good knowledge of a range of administrative systems and processes.
* Proven skill in utilisation of data analysis IT systems and Microsoft office packages.
* Wide breadth of specialty knowledge in relation to access activities.
* Specialty knowledge and skills to degree level (in addition to NVQ level 4 in business admin) in RTT, 18 weeks targets & Waiting list process.
* NVQ level 4 in business admin.
* OCR 3 word / text processing or equivalent.
* Evidence of project/programme management.
* RSA/OCR III Word Processing or equivalent.
* Working towards diploma/degree in management & leadership or equivalent.
* Elective Admission training course or equivalent.
* Experience of developing programmes/systems that monitor and improve efficiency or safety in a healthcare environment.
* Evidence of continuing professional development.
PREVIOUS EXPERIENCE
* Detailed specialist knowledge of health service and trust policy in relation to access and nationally agreed targets.
* Proficient knowledge of all hospital computerised patient management systems.
* Significant operational and service management experience within a Health setting.
* Experience of budget management.
* Experience of general office duties, organising competing demands and workloads.
* Experience of setting up and maintaining administrative systems and processes.
* Experience of working in a collaborative multidisciplinary environment.
* Experience of working directly with colleagues, commissioners, patients and their families in responding to complaints or queries related to access to services.
* Experience in line management/leading team and working in an autonomous manner.
* Ability to collaborate and contribute to cost improvement and service improvement projects.
* Relevant experience in Elective booking.
* Use of SystmOne (S1), Cerna, Theatreman, Eroster, and Health Roster Rota systems.
* Project management skills.
* Ability to communicate and collaborate with a range of staff across all grades and disciplines.
KNOWLEDGE
* Effective working knowledge of Inpatient / Day case Booking Knowledge and Skills for RTT, 18 weeks targets & Waiting list process.
* Working knowledge of Microsoft Office/Excel.
* Working knowledge of general admin procedures, systems, and quality monitoring.
* Knowledge of elective care pathway, eg referral management, clinic management, appointment management.
* Understanding of Confidentiality, Information Governance, and the Data Protection Act.
* Good understanding of Caldicott & Data Protection principles and Confidentiality.
* Knowledge of Medical Terminology.
SKILLS
* Ability to deal with confidential/sensitive information.
* Ability to work autonomously and proactively.
* Highly developed organisational skills.
* IT skills and ability to develop these skills further.
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.
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