Detailed job description and main responsibilities

Key results from the job holder

• To book appointments for patients attending outpatient clinics, pre operative assessment and admission for elective surgery in accordance with booking rules
• Display a professional attitude at all times when dealing with the general public and colleagues alike whilst using effective communication skills to influence the out come in issues causing concern.
• To receive patients attending for elective admission or pre operative assessment, ensuring that all patient demographic details are updated both on PAS and in the casenotes.
• Assist members of the clinical staff with any queries concerning administrative processes.
• To support and assist team members across sites where there are staff shortages, whilst working as part of one multidisciplinary team
• Deal with enquiries from patients, GP’s and other disciplines of staff regarding bookings.
• Liaise with the consultant staff and medical secretaries regarding arranging urgent admissions and /or outpatient appointments
• Process referrals to consultants for assessment of priority in a timely manner and once the relevant appointment is booked and negotiated with the patient ensure that all the associated  documentation is tracked and processed accordingly.
• Liaise with the clinical staff to ensure the delivery of a seamless service for patients attending either as an outpatient or inpatient
• Promote and develop good communication links with all disciplines of staff involved in the booking process both internal and external to the Trust.

Planning and Organisational Duties

• To locate and prepare casenotes for patients attending for elective admission and pre operative assessment and be responsible for the recording on PAS of all patient outcomes within agreed deadlines where appropriate
• To apply Trust and National policies and procedures in order to achieve internal and external targets and deadline.
• To be responsible for the quality and accuracy of all data input of both written and electronic information that they are recording.
• To resolve queries and redirect enquiries by utilising the knowledge and implementation of the 'Booking Methodology' and 'Waiting Time' targets.
• To undertake general clerical tasks as appropriate e.g. filing, photocopying
• Responsible for the reporting of any incidents / accidents to the supervisor and participating in the investigation by completing necessary documentation and any relevant follow up processes.
• Produce and send all patient correspondence and information relating to booking in accordance with procedures and data quality standards in a timely and accurate manner in accordance with Trust and National targets and guidelines
• Deal with the cancellation of clinics / theatre sessions and rebooking of patients in accordance with instructions and guidelines
• Maintain the accuracy of IP/OP Waiting Lists by ongoing validation ensuring compliance with access times and target

Communications and Key Working Relationships

• Demonstrate effective communication using the spoken and written word to influence the outcome.
• Demonstrate awareness and sensitivity of patients with hearing difficulties and where patients language is not Englis
• Receive and process all messages in accordance with instruction.
• Utilise the Trust's IT resources appropriately in line with the policies and procedure.
• Maintain accurate, timely and legible written and electronic records

Responsibility for Finance

• To be aware of the need for cost effective use of resources when delivering the service

Responsibility for Human Resources

• Adhere to Trust Policies, Procedures and Guidelines
• Ensure compliance with Mandatory training requirements in accordance with Trust Policy
• Compliance with Trust Policies and Procedures

Responsibility for Health & Safety

• Summon Security personnel to the department as and when required using own initiative
• To comply with all Health and Safety issues taking a proactive role by managing the Health and safety of themselves and others at all times where practicably possible.
• To take individual responsibility for managing risks within own working environment, complying with Trust regulations around reporting and managing risk reduction strategies.
• To be involved in managing related risk assessments and effectively taking care to include others that may be affected by their actions.
• To be pro-active regarding potential Health and Safety issues.