Admissions Co-Ordinator

Liverpool University Hospitals NHS Foundation Trust; Liverpool; On-site; GBP 19,000 - 23,000; Part time

Job summary

Liverpool Women's Hospital is seeking an Ambulatory Coordinator to join the Admissions Team on the 30-hour per week basis. This permanent, part-time role focuses on managing theatre and ambulatory capacity, prioritising patients by waiting time targets and clinical urgency, and supporting the development of solutions to capacity challenges.

Responsibilities include diary management for consultants, analysing Patient Tracking List data, maintaining theatre lists, coordinating interpreter services

Qualifications

• Excellent communication and interpersonal skills across all levels of staff and patients.
• Ability to identify capacity and demand issues and support development of solutions.
• Experience with clinic/appointment scheduling and data review.

Responsibilities

• Manage consultant diaries with theatre/ambulatory capacity in mind.
• Support Admissions Manager in complex theatre and ambulatory bookings and handle patient enquiries.
• Analyse Patient Tracking List (PTL) data to ensure correct scheduling and data quality.
• Maintain and update clinicians' theatre lists following reviews and prioritise urgent cases.
• Identify risks to avoid breaches of waiting time targets and escalate as needed.
• Arrange interpreter services and maintain booking records when required.
• Ensure referrals are organised for clinical triage and book theatre/ambulatory appointments.
• Provide information on procedures, appointments and clinic arrangements to staff.

Skills

Communication

Interpersonal

Data analysis

PTL data

Scheduling

Theatre capacity

Ambulatory capacity

Job description

An exciting opportunity has arisen to join the Admissions Team at Liverpool Women's Hospital as an Ambulatory Coordinator.

This is a permanent, part-time post of 30 hrs per week.

The post holder will be required to demonstrate excellent communication and interpersonal skills, with the ability to communicate effectively with patients and staff at all levels, including senior managers and clinicians. The role will involve identifying capacity and demand issues within the designated sub-specialty and working collaboratively to support the development and implementation of solutions to address these challenges.

• To take full responsibility for the management of consultant clinic diaries, utilising a comprehensive understanding of theatre and ambulatory capacity, including the prioritisation of patients in line with waiting time targets and clinical urgency.
• To support the Admissions Manager and wider team in the management of complex theatre and ambulatory appointments, including the handling of complaints and PALS enquiries.
• To undertake detailed analysis of Patient Tracking List (PTL) data to ensure patients are scheduled appropriately and in the correct order, and to carry out data quality reviews, taking corrective action where required.
• To maintain and update clinicians' theatre lists following clinical review, ensuring urgent patients are prioritised and that national and government waiting time targets for routine patients are achieved.
• To proactively identify and elevate, in a timely manner, any potential risks that may result in breaches of patient waiting time targets.

UKVI guidelines prohibits sponsorship for all Band 2 posts. Guidelines state that many non-clinical posts are not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine your eligibility for sponsorship if you were to gain a conditional offer for this role.

https://www.gov.uk/skilled-worker-visa/your-job

• To undertake analysis of Patient Tracking List (PTL) data to ensure the appropriate scheduling of patients and clinics in the correct order, carrying out data quality reviews and taking corrective action where required.
• To prioritise urgent patients and ensure that national and government waiting time targets for routine patients are met. To identify and expedite promptly any potential conflicts that may result in breaches of patient waiting time targets.
• To ensure that all theatre, ambulatory and pre-operative appointment capacity is fully utilised.
• To arrange interpreter services where required and maintain accurate records of all such bookings for future reference.
• To remain aware of, and respond appropriately to, changes in Trust policies, procedures and operating systems.
• To identify the requirement for cover during periods of annual leave and, where necessary, arrange alternative cover or cancel theatre sessions accordingly.
• To provide clinicians with details of patients who fail to attend (DNA) or repeatedly cancel appointments, to enable clinical review and consideration of discharge where appropriate.
• To demonstrate comprehensive knowledge of theatre scheduling and to liaise effectively to book patients into theatre and ambulatory appointments, including the production of correspondence and the cancellation and rebooking of appointments as required.
• To provide advice and information regarding procedures, appointments and clinic arrangements to staff within the division and service.
• To manage systems for the accurate filing and retrieval of paper referral information, ensuring records can be accessed promptly when required.
• To deal with high volumes of daily enquiries from patients, including those who may be anxious, have language barriers or communication difficulties, as well as enquiries from GPs and Trust staff, in a courteous, professional and empathetic manner.
• To ensure referrals are organised for clinical triage in a timely and efficient manner.
• In exceptional circumstances, to undertake any other duties commensurate with the post holder's grade, experience and job title, as required by the service.
• To demonstrate an understanding of Referral to Treatment (RTT) pathways from registration through to treatment and aftercare.
• To maintain a professional attitude at all times and act as a role model in the capacity of a senior administrative clerk within the Admissions Department, supporting the training and development of newly recruited staff.
• To manage inpatient waiting lists, ensuring bookings are made in a timely and appropriate manner, resolving issues where possible and escalating where necessary.
• To ensure appropriate management of patients who do not attend appointments in accordance with the Patient Access Policy.
• To be conversant with all functions within the Admissions Department in order to provide effective cover during periods of staff absence.
• To ensure that national, Trust and departmental policies and procedures are fully understood and adhered to.
• To contribute to the introduction and implementation of new IT systems and other modernisation initiatives.
• To contribute to the development, review and implementation of Standard Operating Procedures (SOPs

Liverpool Women's NHS FT became part ofNHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

At Liverpool Women's Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.

We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.