Preoperative Assessment Case Manager

Chelsea and Westminster Hospital NHS Foundation Trust; Greater London; On-site; GBP 24,000 - 28,000; Full time

Job summary

Chelsea and Westminster Hospital NHS Foundation Trust is seeking a proactive POA Admin to support the Adult Preoperative Assessment team. You will help prepare medical records, coordinate clinic running, and liaise with GP practices to ensure patients are cleared for surgery.

Based in London, the role involves admin duties, diary management, obtaining information, and contributing to improved patient pathways within the Trust’s SLA framework.

Qualifications

• Experience in NHS administration or clinical pathways.
• Understanding of preoperative assessment processes.
• Ability to coordinate information with GP practices and hospitals.

Responsibilities

• Promote best practice and utilise Trust policies in daily tasks.
• Liaise with GP practices and other departments to obtain medical records.
• Oversee admin aspects of POA clinic point support for pre-assessment.
• Ensure all information and medical records are prepared for clinics running that day.
• Manage patient transport, translators and other requirements.
• Proactively manage patient pathways to prevent delays.
• Be the point of contact for patients awaiting investigations from initial assessment.

Tools

CCS

Cerner

Job description

We are an award winning organisation providing care at two main hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—and a number of community-based services across London, such as sexual health and HIV clinics.

With 6,700 members of staff, we are proud to care for a diverse population of one million people. We are committed to ensuring that our workforce is just as diverse with a strong mix of skills and abilities.

Our staff are at the very heart of our organisation and we recognise the valuable contribution that each and every person working at the Trust makes. One of our Trust priorities is to be an employer of choice—a place where people want to start their career and to grow with us through continued education, professional development and support .

The AdultPreoperativeAssessmentDepartmentprovidesa service for alladult elective surgical patientsattending Chelsea and Westminster Hospital West Mid site,as well as patients seen at other hospitals who are to havesurgeryhere.

Patients are referredfromallareas of the UK and abroad.

To functioneffectively, the team membersrequireclinical information about patientsthat is not always readilyavailable in the hospitalspatientnotes. This information is vital for appropriate assessment of risk and to allowpatients to proceed to surgeryas safelyas possible.

Obtainingthisinformation in a timelymanner is the core function of the role.

Main duties of the job

• The post holder will berequired to promote best practiceaccording to the Trust’s Access Policyand will beexpected to promoteand utilise allrelevantTrust Policies related to the fulfilment of the role.
• Whererequired, to liaisewith GP practices, other hospitalsandotherdepartments to obtain medicalrecordsandpatientinformation to ensure POA cansafelyclear the patient for surgery, or ensure they are treated prior to being cleared.
• To oversee the administrativeaspectsof the clinicuppoint support for Pre- assessment.
• Ensurethatallrequiredinformationincludingmedicalrecordsarereadyforrelevantclinic runningthat day
• Ensuringthatallpatient requirements have been catered for(e.g. transport, translators etc.)
• Proactivelymanagingpatient pathways to ensurethat no patients ‘fall through the net’.
• Actingasapoint of contactforpatients who are awaitinginvestigationsarising from their initial preoperativeassessment.

Working for our organisation

Our Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.

Our nearly 7,500 staff care for a diverse population of 1.5m, providing full clinical services including maternity, A&E and children’s services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and resource use.

We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and an £80m Ambulatory Diagnostic Centre at West Mid.

We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.

We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.

Detailed job description and main responsibilities

• The post holder will berequired to promote best practiceaccording to the Trust’s Access Policyand will beexpected to promoteand utilise allrelevantTrust Policies related to the fulfilment of the role.
• Whererequired, to liaisewith GP practices, other hospitalsandotherdepartments to obtain medicalrecordsandpatientinformation to ensure POA cansafelyclear the patient for surgery, or ensure they are treated prior to being cleared.
• To oversee the administrativeaspectsof the clinicuppoint support for Pre- assessment.
• Ensurethatallrequiredinformationincludingmedicalrecordsarereadyforrelevantclinic runningthat day.
• Ensuringthatallpatient requirements have been catered for(e.g. transport, translators etc.)
• Proactivelymanagingpatient pathways to ensurethat no patients ‘fall through the net’.
• Actingasapoint of contactforpatients who are awaitinginvestigationsarising from their initial preoperativeassessment.
• To beresponsible for escalatingrelevantissues to ASM/ Lead Nurse.
• The post holder will work with admin team in POA for booking and Rota .
• To ensurethatappointmentavailability is maintained forHighRiskAssessmentClinic patientsand to liaise with the anaestheticcoordinator to ensure adequateanaestheticcover
• Working with the leadforPre-operativeassessment, andotherTrust Improvement Teams in allaspects of improvingoutpatientflowsand pathways.
• Attendingallinternal teammeetings, takingminutesand distributingappropriately.
• Using CCS and Cerner for POA
• Supporting the NursesbyattendingtheregularreviewsessionswithConsultant
• Anaesthetistsandactingonoutcomeson behalf of the Nurse when required.
• Ensuringthatappointmentavailability is maintained in line with the departmentSLAandthat allclinicsareexpandedorblockedasrequired, escalating to Lead POAC if required.
• Procuringsupplies to support the administrativeaspects of the clinic via the PECOS system

Management Duties

• Help manage the band 3 in POA admin

Additional responsibilities

• Promoting the acceptanceand adherence to the DataProtectionAct within the team.
• Undertakeotherdutiesthat are considered to bewithin the general scope of the post, as requiredby the LeadPOA and Scheduling department.

Person specification

Education and Qualifications

• Education and Qualifications
• Experience

Important

• There may be some occasions when we have to close a vacancy earlier than the advertised closing date, this will be due to a high volume of applications. You are therefore advised to submit your application as early as possible to avoid disappointment.
• Please check your emails regularly (and your junk folder) as this is how we will communicate with you throughout the recruitment process.
• In submitting an application, you authorise the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process, should you be appointed to the post.
• During the recruitment process your identity documentation (ie passport, driving licence, visa etc) will be scanned using a device which recognises UV, infrared and machine-readable zone security features of the documents provided.
• Employment at the Trust is offered subject to successful completion of a six month probationary period.
• We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with General Data Protection Regulation (GDPR)

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on UK Visas and Immigration - GOV.UK

Employer certification / accreditation badges

You must have appropriate UK professional registration.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

The recruitment team are available to provide support from 9am–5pm, Mon–Fri. To contact the team please call the Trust switchboard and ask for ‘Recruitment team, Human Resources Department’.