Worcestershire Acute Hospitals NHS Trust
An exciting opportunity has arisen for motivated and enthusiastic individuals to support the Outpatient Department in the effective administration of our new outpatient clinic room booking system. OCTOPUS (Online Clinic Tool for Optimising our Physical Utilisation Space) is a new system which is being introduced across Worcestershire Acute Hospital NHS Trust to provide an overview of clinic room capacity, support the booking or cancelling of clinic rooms and report overall utilisation easily.
You will be required to navigate between OCTOPUS and our Patient Administrative System (PAS) to provide an oversight of available capacity, gaps in room usage and produce reports to effectively communicate with a Multi-disciplinary Team.
This role will require you to work closely with the Outpatient Department Sisters to ensure adequate staffing levels are also available to support the proposed clinics.
The hours required for this post will be between 10am and 3pm, Monday to Friday.
Main duties of the job
1. To effectively liaise with the Outpatient Lead Nurse / Midwife to successfully manage the booking of Outpatients capacity.
2. To ensure the efficient and effective administration of OCTOPUS.
3. To have responsibility for ensuring the clinics taking place in the Outpatient departments are effectively scheduled and that OCTOPUS accurately reflects changes made in a timely manner.
4. To provide administrative support to the 5-3-2 process, ensuring timely distribution of actions and escalation of queries.
5. Ensure personal skills and knowledge relating to OCTOPUS and the 5-3-2 process meet guidelines and procedures.
6. To maintain OCTOPUS for the use of scheduling clinic lists and the provision of information.
7. To train new staff (internal and external to Outpatients) in the use of OCTOPUS system, with the support of the BI Team.
Job responsibilities
Post Title: Outpatient Clinic Scheduler
Pay Band: 3
Hours: Part Time
Contract: Permanent
Location / Department: Outpatients Department
Accountable to: Outpatients Directorate Support Manager
Reports to: Outpatients Sister
Key Duties
1. To create reports via OCTOPUS to demonstrate Outpatient utilisation.
2. Ensure adherence and accurate data input into OCTOPUS from all relevant staff members across the organisation.
3. To communicate effectively and professionally, giving reassurance, information or advice appropriately.
4. Ensure confidentiality and security of patient information and Trust business.
5. To participate in regular room utilisation audit to identify areas of efficiency gains.
6. To support a fully utilised resource which impacts on the trusts ability to meet clinical priorities and achieve national waiting time targets.
7. To navigate OCTOPUS to ensure the provision of accurate information to all stakeholders.
8. To liaise with clinicians and other relevant personnel to clarify any new parameters.
9. To work effectively as a team member and rotate across all duties required to support Outpatient Lead Nurse / Midwife.
Person Specification
Experience
* Relevant recent experience using MS Office packages in either a work or education environment.
* Experience of diary management and event booking.
* Previous NHS Experience.
Skills / Knowledge
* Ability to work accurately and methodically.
* Pleasant telephone manner.
* Flexible approach to duties and take on new tasks.
* Understanding of the Data Protection Act and code of confidentiality.
* Ability to communicate effectively, and demonstrate excellent communication skills: verbal, written and listening.
* Knowledge of basic office procedures.
* Working knowledge of Microsoft Office Word, Excel, Outlook, MS Teams.
* Knowledge of the 4Ward Improvement System.
Qualifications
* Educated to a minimum of GCSE Grade C in Maths and English or equivalent.
* Working knowledge of Microsoft Office packages.
* Knowledge of administrative procedures, including specialised IT systems.
Other job requirements
* Willing to undertake further training relevant to post.
* Flexibility.
* Ability to travel between sites.
Employer name
Worcestershire Acute Hospitals NHS Trust
#J-18808-Ljbffr