Surgical Admissions Officer

Dorset Clinical Commissioning Group; Poole; On-site; GBP 18,000 - 24,000; Full time

Job summary

Dorset Clinical Commissioning Group is seeking an administrative colleague to liaise with rota coordinators and clinicians, confirm lists, and book patients in a timely manner according to clinical priority and RTT dates.

You will manage enquiries, support theatre schedulers, and provide non-clinical information to patients and families while maintaining high standards of patient care.

Qualifications

• GCSE in English and Maths or equivalent.
• Vocational level 3 in administration or equivalent experience.
• Excellent communication and organisational abilities.

Responsibilities

• Liaise with Rota Coordinators and Clinicians to confirm lists and book patients appropriately.
• Book patients by clinical priority and RTT date; ensure theatre lists are fully utilised.
• Handle incoming correspondence, calls and enquiries professionally.
• Support Elective Admissions Validation and Theatre Schedulers, and cover as required.
• Provide non-clinical information to patients and carers, face to face or by phone.
• Inform patients if admission is rescheduled and rebook within 28 days as directed.

Skills

Excellent communication

Organisational skills

Prioritisation

Education

GCSE C in English & maths

Vocational level 3 in administration

Job description

Detailed job description

and main responsibilities

To liaise with Rota Coordinators and Clinicians to confirm available lists and ensure patients are booked appropriately.

Dealing promptly with incoming correspondence, telephone calls and enquiries from patients, wards and medical staff, in a professional and courteous manner.

The post holder with work closely with the Elective Admissions Validation and Theatre Schedulers, Rota Coordinators, Operational Managers, Secretaries, Nursing and Ward Staff.

Tact, diplomacy and empathy may be required when speaking to patients who may be nervous or anxious about their forthcoming procedure or who are upset or angry because their procedure has had to be cancelled or postponed. There may be barriers to understanding when speaking with patients or their relatives because of cultural or language differences.

Booking all patients in a timely manner, according to their clinical priority and RTT date, to the correct theatre list, determined by the type of procedure being performed.

Ensuring theatre capacity is booked fully, liaising with the Elective Admissions Validation and Theatre Schedulers for any issues regarding RTT.

Have a good working knowledge of the Trust Access Policy.

The post holder will be expected to manage and prioritise their own workload, including that delegated by the Validation and Theatre Scheduler and Admissions Manager.

To provide cover across teams as required.

To prioritise and schedule patients for treatment, according to their clinical priority and RTT date. This will include the need to reschedule patients where there have been cancellations, in order to ensure the integrity of the active waiting list.

Changes to theatre sessions should be actioned appropriately and in a timely manner.

To provide non-clinical advice and information to patients or their family or carer, either face to face or over the phone. There may be a need to convey straightforward clinical information to patients, ie whether to stop taking prescription medication prior to admission, however clinical advice will be available at all times.

To book patients to agreed pre-scheduled operating or treatment lists, according to clinical priority and RTT date, ensuring lists are fully utilised and the patient is aware of all relevant information.

Being aware that there may be language and/or cultural barriers to communication, whilst maintaining a high standard of patient care.

To inform patients if their admission has to be rescheduled, recognising that this can be distressing for the patient and their relatives or carers and the need to be handled with sensitivity, tact and diplomacy.

To ensure patients cancelled on the day of surgery are rebooked within 28 days, in line with national guidance.

To ensure that all cancellations are documented and cancelled on the hospital system.

The post holder will adhere to Trust policies and national guidelines.

There will be no responsibility for service development, but the post holder may be required to comment on policies and procedures in relation to possible developments.

Awareness of NHS targets in respect of patient waiting times.

To deputise for Elective Admission Validation and Theatre Schedulers in their absence.

To assist with training, mentoring and supporting new or junior members of staff.

Supporting colleagues or other staff when required.

The post holder will be responsible for the accurate recording of patient personal information and RTT target dates on to the eCamis system.

To ensure all admitted patients are added to the waiting list within 2 working day of receipt of the TCI (To Come In) card.

Person specification

Education

Essential criteria

• Educated to GCSE Grade C or equivalent, including English and Mathematics Technical Skills
• Vocational level 3 in administration or equivalent level of experience

Desirable criteria

• ECDL or equivalent qualification

Technical Skills

Essential criteria

• Excellent communication skills
• Good organisational skills and ability to prioritise work

Experience

Essential criteria

• Working with people at all levels
• Experience of working in a busy and demanding office environment
• Ability to work independently or as part of a team

Desirable criteria

• Experience of working in a hospital or customer service-based role
• Ability to supervise the work of others

Personal Attributes

Essential criteria

• Excellent attention to detail
• Effective Communicator

Desirable criteria

• Time management skills