Scheduling Coordinator

Kinvara Private Hospital; Rotherham; On-site; GBP 25,000 - 30,000; Full time

Job summary

A private health care facility in Rotherham is seeking a highly organised Scheduling Coordinator to manage and optimise theatre schedules. Responsibilities include scheduling consultations, coordinating with managers, and ensuring compliance with health and safety standards. The ideal candidate will possess strong organisational skills, proficiency in Microsoft Office, and experience in a busy office environment. This role offers a six-month fixed-term contract with potential for extension.

Qualifications

• Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace applications.
• Ability to prioritise tasks effectively.
• Exceptional organisational skills to manage multiple schedules.

Responsibilities

• Ensure patients are booked for consultation appointments.
• Have weekly scheduling meetings with theatre and ward managers.
• Assist theatre/ward manager with booking necessary staff.
• Maintain good working relationships with consultants.

Skills

Strong computer skills

Excellent organisational skills

Fast and accurate typing skills

Good communication skills

Attention to detail

Ability to work independently

Tools

Microsoft Office

Google Workspace

Job description

We are seeking a highly organised and detail-oriented Scheduling Coordinator to join our team. To contribute to the smooth running of theatres and ward by scheduling consultants and theatre slots. To provide an efficient, professional and standard service to all patients, visitors, consultants and staff. To liaise with theatre manager, ward manager, finance manager and head of clinical services to ensure theatre and ward capacity are maximised effectively.

This position is offered on a six-month fixed-term basis. Following this period, performance will be reviewed, and the contract may be extended or made permanent based on the outcome.

Main duties of the job

• To ensure patients are booked for consultation appointments / pre-operative assessment / Surgery on the relevant system prior to admission.
• To have weekly scheduling meetings with theatre manager and ward manager to run through upcoming theatre lists.
• To have weekly phone meetings with NHS providers to ensure no issues with upcoming lists.
• Regularly offer out available dates to ensure theatres are at capacity.
• To assist the theatre/ward manager in booking anaesthetist, radiographers and physiotherapist where needed.
• Liaise with lead administrator to book private patients theatre slots.
• Assisting pre op nurse with administration tasks e.g. scanning pre op notes to patient management system

About us

Kinvara Private Hospital is a state-of-the-art private hospital in Rotherham, South Yorkshire. The hospital provides a number of surgical and medical services and is a Centre of Excellence for Lipoedema surgery. Kinvara has undergone a multi-million pound investment since 2019, aiming to become the UKs only 5-star private hospital.

Job responsibilities

To ensure patients are booked for consultationappointments / pre-operative assessment / Surgery on the relevant system priorto admission.

To have weekly scheduling meetings with theatre managerand ward manager to run through upcoming theatre lists.

To have weekly phone meetings with NHS providersto ensure no issues with upcoming lists.

Regularly offer out available dates to ensuretheatres are at capacity.

Toassist the theatre/ward manager in booking anaesthetist, radiographers andphysiotherapist where needed.

Liaisewith lead administrator to book private patients theatre slots.

Assistingpre op nurse with administration tasks e.g. scanning pre op notes to patientmanagement system

AssistingHR personnel as required, checking staff files and compliance.

Create self-pay invoices whenrequired and support in discussing pricing options to secure the booking.

Prepare patient notes forconsultation appointments and surgery.

Ensure self-pay patients havepaid prior to admissions.

Maintain good workingrelationships with consultants.

Ensure compliance with allrelevant mandatory training within the specified timescales, and undertake anyspecific role related training.

Comply with and complete auditrequirements including escalation of non-compliance to appropriate managers.

Commitment to ensuring qualityservices are delivered to both internal & external stakeholders throughcontinuous improvement activities

Compliance with Kinvara Policiesand Procedures relevant to this role, ensuring you are fully aware of yourresponsibilities within these policies

To be aware of yourresponsibilities in relation to safeguarding children and vulnerable adults. Toensure you are aware of your responsibilities, supporting policies andundertake the appropriate level of training for your role.

Maintain knowledge of Health andSafety at Work Act. Ensuring appropriate measures are taken in respect ofHealth and Safety for patients, relatives, visitors, hospital staff andcontractors.

Ensure that all enquiries aredealt with quickly and efficiently (within 24 hours).

Assist with the clinicpreparation of patient notes, creating new patient files as and when required.Create Outpatient bookings on PMS system, reschedule, cancellations andfollow up appointments when required ensuring Minimum Data Set are captured.

Update the PMS when patientattend appointments or is admitted ensuring that minimum data set is capturedand the terms and conditions are agreed by patient.

Collection of patient paymentswhen required (sundry accounts, self-pay patients, shortfalls and previousoutstanding debt).

Book follow-up appointments onthe PMS system where required.

Reschedule appointments withinthe theatre diary and contact the patients electronically.

Process surgery booking formsand prepare Theatre ensuring information from booking forms are accuratelyrecorded.

Follow up all enquiries in atimely and professional way to ensure efficient outcome.

Have full knowledge of thelayout of the hospital, all departments and senior personnel to enable correctdirecting of visitors, contractors etc.

Person Specification

Experience

• Strong computer skills including proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace applications.
• Excellent organisational skills with the ability to prioritise tasks effectively.
• Fast and accurate typing skills for data entry purposes.
• Exceptional organisational skills to manage multiple schedules simultaneously.
• Good communication skills with professional phone etiquette.
• Attention to detail and accuracy in all aspects of work.
• Ability to work independently and as part of a team in a fast-paced environment. This position offers an excellent opportunity for a motivated individual seeking to develop their administrative career within a supportive organisation committed to excellence in service delivery.
• Proven office experience or administrative experience in a busy environment.
• Previous experience of working with the private sector.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.