Surgery Booking Coordinator

Cardiff and Vale University Health Board; Ashford; On-site; GBP 24,000 - 32,000; Full time

Job summary

Ashford Hospital is seeking a Surgery Booking Coordinator to support the ophthalmology and surgical teams. You will manage elective bookings, contact patients, and ensure waiting lists are kept in order, according to Trust policies.

You will generate letters, liaise with pre-assessment, and rebook patients as needed while maintaining confidentiality and high-quality patient care. The role requires strong IT and communication skills, experience in a busy office environment, and the ability to

Qualifications

• Experience managing and organising own workload.
• Experience in a busy office environment.
• Ability to deal with confidential information.
• Good written and verbal communication skills.
• Ability to travel between Trust sites.
• Flexible to meet team needs.

Responsibilities

• Manage elective bookings for Consultants/Registrars in line with policies.
• Ensure patients are dated within waiting time breach dates.
• Organise operation dates in strict waiting list order.
• Rebook patients if operations are cancelled per Trust policies.
• Provide information to patients and maintain communications with theatre teams.

Skills

Communication skills

IT skills

Confidentiality

Organisational skills

Customer service

Education

English GCSE C or equivalent

A level or equivalent

Tools

PAS system

ClickView

Job description

Ophthalmology we currently have a vacancy for a Surgery Booking Coordinator at Ashford Hospital to support the current established team., The Surgery Booking Coordinator will act as an essential point of contact for all patients wait listed for a surgical procedure. In this role you will have a vital role in ensuring patients are booked in line with the Trust's Joint Access policy. If you have excellent communication and IT skills, you are not phased dealing with patients who may be anxious and have many queries, then Responsible for contacting patients using persuasive and negotiating skills in agreeing a date for admission in accordance with the Joint Access Policy. Management of pre-assessment bookings and outcomes on fitness from clinical teams to ensure patients booked in priority and chronological order for surgery. Responsible for providing excellent communication and information to patients coming in for surgery. Confident in communicating and managing queries form theatre teams and surgeons., Organisational Management 1. The post holder will manage elective Booking for Consultants and Registrars working to clearly defined policies. 2. To be responsible for managing the patient waiting lists ensuring patients are dated within their waiting time breach dates. 3. To be responsible for organising operation dates with patients in strict order of the waiting list, taking into account case mi, instrument availability, age medication, surgeon etc. 4. To be responsible for managing the rebooking of patients if there are cancelled operations ensuring the relevant Trust policies are followed when re-booking patients (for example28 day rule). 5. In addition to own workload the post holder will be expected to provide cover for colleagues in the office during annual leave, sick leave and during busy periods where there is an imbalance of work. Communication 1. Be responsible for contacting patients using persuasive and negotiating skills in agreeing a date for admission in accordance with the Patient Choice Policy. 2. Be responsible for providing excellent communication and information for patients coming in for surgery. Responsible for generating correct letters to patients explaining details of correct feeding instructions, information regarding medication, transport and sending appropriate information leaflets. 3. Liaise with the pre-assessment booking team to ensure pre-assessment appointments for patients booked in a timely fashion, so as not to delay surgery. Acting upon the outcome of the pre-assessment if patient deemed unfit to proceed. 4. Be responsible for all correspondence with patients, all telephone and face to face enquiries from patients and relatives using tact and diplomacy; analyse and resolve patient problems. 5. The post holder must be prepared to telephone patients/consultants about contentious issues, such as operations cancelled, re-arranging lists due to beds not available or breach issues. Management of Information 1. The post holder must be fully conversant and competent in the features of patients administration system (PAS), and ClickView which supports all aspects of the management of the waiting lists. 2. The post holder must be conversant with government NHS guidelines and Trust Policy in all aspects of waiting list management. 3. Be responsible for data entry of TCI forms onto the PAS system within 3 working days of receipt. 4. Be responsible for intended procedure codes to be correctly entered onto the PAS system. 5. Be responsible for all relevant patient information, clinical and non-clinical to be recorded correctly onto the PAS system and to seek advice and information when this is not evident. 6. Be responsible for the quality and integrity of information concerning patients kept on PAS and all other patient information systems.

• oExperience managing and organising own workload. oExperience within an environment undergoing change. oExperience of working within a busy office environment, and dealing with conflicting demands. oGood written and verbal communication skills oAble to deal sensitively and tactfully with all contacts and maintain confidentiality., English GSCE grade C or equivalent
• A level or equivalent experience, Must be able to demonstrate, in relation to patients, visitors, colleagues and other individuals connected with the Trust and NHS: oYou have knowledge & awareness of diversity and human rights as appropriate to your role oYou are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role, oPatient facing roles -be able to understand an individual's communication, physical & emotional needs; recognise their needs and preferences oAble to provide a customer focussed service, Other requirements oAble to demonstrate that you are honest, reliable and trustworthy oTreat patients, visitors, colleagues with respect oAbility to travel between Trust sites oAbility to be flexible to meet the needs of the team, the service and the TrustAshford and St. Peters Hospitals NHS Foundation Trust is the largest provider of acute hospital services to Surrey residents, serving a population of 410,00 people and employing approximately 4,800 staff.Our vision is to provide an outstanding experience and best outcomes for patients and the team. We are committed to providing continuous professional development and flexibility to deliver our workforce plan.We work in partnership with Royal Surrey Hospital NHS Foundation Trust through a collaborative Group Model, supporting joined-up services, workforce flexibility and development opportunities.St Peter's Hospital delivers complex medical and surgical care, maternity and emergency services. Day and Orthopaedic surgery, ophthalmology and outpatient services are delivered at Ashford Hospital. Additional services are delivered at Woking Community Hospital.Our Values provide us with the behaviours we respect and can commit to. By living our values through our everyday interactions