Your World Healthcare

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In Patient Booking Co-ordinator/Medical Secretary

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    In Patient Booking Co-ordinator/Medical Secretary

    Cornwall | Your World Healthcare

    Job Details
    Category: Administration
    Posted 4 days ago
    • Are you an experienced Coordinator/Medical Secretary/equivalent?
    • Have you worked as a Coordinator/Medical Secretary/equivalent within the NHS, Healthcare or Public Sector?
    • Do you have experience of waiting list management and understanding of local and national targets and RTT?
    • Do you have experience audio typing?
    • Are you able to work in Cornwall OR Hayle (based at either location) on a temporary ongoing basis, working Monday to Friday 9am - 5:30pm (37.5 hrs per week)?

    In Patient Booking Co-ordinator / Medical Secretary

    Job Type: Temporary

    Sector: Healthcare

    Duration: This is a temporary ongoing role due to workload of our client

    Location: Cornwall or Hayle, the successful candidate can be based at either location (remote option hasn't been confirmed by the client yet)

    Remote Working: The client isn't sure they can offer this option

    Band: 4

    Pay Rates:

    £11.00 - £12.00 paye per hour

    £12.00 - £13.00 paye inclusive of holiday pay per hour

    £13.00 - £14.00 umbrella per hour

    All of the rates are depending on skill and experience

    Depending on skill and experience

    Working Days and Hours: We are looking for 37.5 hours per week, Monday to Friday, 9am-5.30pm

    Job Summary

    • The role of the Inpatient Booking Co-ordinator/Medical Secretary is to ensure inpatient booking is carried out in line with Trust Policy in full co-operation with the Clinical Administration Lead (CAL) and the Divisional Management Team, ensuring best practice is maintained at all times.
    • The post holder will be responsible for all additions, removals, amendments and validation of the Trust's waiting lists within their respective Specialty.
    • To provide cover for colleagues in a similar role.
    • To provide comprehensive secretarial and personal assistant support to the nominated consultants including the provision of audio typing support.
    • Be a role model demonstrating good communication and ensuring robust and open communication with all staff through regular meetings within the specialty area.
    • Have robust knowledge and understanding of both Trust, National Access and cancer targets in particular the RTT pathways for clinical services.

    Data Quality and Delivery of Access Targets:

    • Arrange patient admissions using hospital systems, including pre-operative assessment appointments, sending out relevant paperwork as necessary in line with the Inpatient Handbook. Ensure that all patients with an elective 'to come in' date have confirmed their appointments within an appropriate timeframe in order to fully utilise available capacity.
    • Communicate and escalate any shortfalls in capacity to the CAL and ensure additional capacity is fully utilised and appropriately communicated to patients.
    • Key areas of responsibility:
    • Weekly monitoring of patients with 'late', 'no' or unconfirmed TCI.
    • Liaising with consultants and secretaries as to dates of treatment for patients
    • Same day cancellations - ensuring patients are re-booked within 28 days of cancellations or within RTT breach date (whichever is sooner).
    • Ensuring Pathway ID's are attached to all inpatient episodes.
    • Monitor and action admissions to waiting list report in conjunction with the CAL.

    Quality Waiting List Management:

    Add patients to the waiting list in line with clinical instructions and Trust policy, ensuring correct data information relating to patients is maintained and updated as necessary to include:

    • Active waiting lists
    • Planned/Suspended lists
    • Pre-assessment clinics

    Ensure that inpatient booking maintains compliance for clinical activity in line with NHS waiting times, i.e. RTT pathway and subsequent targets and ensuring patients are booked according to clinical urgency and RTT chronology. Ensure validation of RTT patient pathways is undertaken at time of adding to the waiting list and at the time of typing letters to insure that phase 2 patients are managed appropriately.


    • Demonstrate good communication and ensure robust and open communication.
    • Provide up-to-date information relating to the Divisions waiting lists as directed by the CAL and Divisional Management Team and ensure any potential capacity shortfall or potential waiting list breaches are escalated within a timely manner to the CAL.

    System Utilisation:

    • Develop a good knowledge and understanding of both Trust and National access targets, in particular the RTT pathways for clinical services.
    • Develop a good knowledge and use of Trust IT systems, e.g. Galaxy, Bluespire, PAS, Clinical Care and specialist systems in use in clinical areas.
    • Assist the Patient Administration Division to implement policy/work changes within the Directorates and to improve efficiency.

    Knowledge, Skills and Experience

    • Proven computer experience (Word, Excel, Email, Internet & PowerPoint).
    • Comprehensive knowledge and practical experience of hospital and IT systems including MS Office, all modules of PAS, Galaxy Theatre system, along with advanced keyboard skills.
    • Ability to formulate and implement solutions to areas of concern with regard to waiting list accuracy and/or compliance with NHS targets.
    • RSA 2/3 in medical audio typing or equivalent experience
    • Use of electronic patient record systems such as the Patient Administration System (PAS) , Maxims
    • Experience of waiting list management and understanding of local and national targets and RTT.
    • Ability to organise and prioritise own workload to meet all relevant deadlines.
    • Ability to deal distressing situations.
    • Medical Secretary experience, particularly audio-typing and medical terminology
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