waiting list Administrator

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 21,000 - 26,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a proactive Waiting List Administrator to support the Orthopaedics team. The role focuses on listing patients for procedures, ensuring RTT targets, and acting as a key link between clinicians, management and administration.

The postholder will be highly organised, detail-oriented and able to work independently or as part of a team, maintaining PTL, updating records and communicating with patients and families throughout the pathway.

Qualifications

• NHS experience
• EPR knowledge
• Waiting list knowledge
• PTL knowledge
• Validation training
• Communication skills

Responsibilities

• Work with managers and clinicians to ensure patients are treated in line with RTT targets.
• Maintain the Patient Tracking List (PTL) and validate monthly; act as first contact for patients awaiting procedures.
• Liaise with patient access officers and departments to ensure admission dates and appointments align with waiting list policy.
• Monitor discrepancies, validate inpatient PTL and RTT lists, and monitor patient pathway in RTT rules.
• Maintain an accurate waiting list through regular validation and updating of patient records.
• Inform patients of their procedure date and provide relevant information.
• Ensure patients follow an agreed pathway of care and report exceptions to clinicians/managers.
• Ensure dating aligns with clinical priority and Trust policy; manage cancellations to maximise capacity.
• Update Trust information systems to maximise capacity; liaise with stakeholders.
• Attend PTL meetings and ensure consultants' waiting lists are up to date with accurate patient information.

Skills

NHS experience

EPR knowledge

Waiting list knowledge

Job description

Are you looking for a career where you can really make a difference and at the same time learn valuable new skills? Our administrative staff provide essential support to the clinical teams striving to ensure the patients' experience is what we would expect for our own family and friends. We understand and value the contribution of administrative staff in our teams and we invest in training and development to make sure our staff are equipped with the right skills and knowledge. We are looking for an enthusiastic and motivated individual to join our administrative team within our Orthopaedics Team. This waiting list Administrator role is key to ensuring that patients are listed for procedures as appropriate. You will need to possess good communication and interpersonal skills as an important element to this role is the liaison between clinicians, management and administration Teams. This busy role will require you to be highly organised, have attention to detail and possess the ability to work individually as well as part of a larger team. If you would like to make a positive contribution to a patient's care experience, then we would like to hear from you.

Main duties of the job

• Work with managers and clinicians to ensure that all patients are treated in line with clinical need and Referral to Treatment Targets (RTT)
• Maintain the Patient Tracking List (PTL) to ensure that patients are listed for procedures as appropriate. Ensure that the PTL is fully validated each month. Act as the first point of contact for patients and their families awaiting procedures.
• Liaise with other patient access officers and departments as appropriate to ensure that all patients have admission dates and appointments in line with waiting list policy.
• Monitor and report any potential discrepancies or breaches, validate inpatient PTL and RTT lists and monitor patient pathway in accordance with Trust RTT rules.
• Maintain an accurate waiting list through regular validation and updating of patient records.
• Ensure that patients are informed of their date of their procedure or appointment and have access to all relevant supporting information.
• Ensure that every patient follows an agreed pathway of care and identify any exceptions to the relevant clinician and/or manager.
• Ensure that patients are dated in accordance with clinical priority and length of wait, and that Trust Policy and procedures are followed.
• Ensure that appropriate action is taken following both patient and hospital cancellations, such that the utilisation of service capacity is maximised.
• Ensure cancellations are appropriately scheduled in accordance with Trust Policy, and escalated as required.
• Update the Trust patient information systems as required to ensure accuracy of patient data and maximise service capacity.
• Liaise with all stakeholders to ensure capacity if fully utilised.
• Maintain expertise and robust working knowledge of the Trust Patient Access Policy, attending training and contributing to pathway redesign as required.
• Attend regular PTL meetings; ensuring that all consultants' waiting lists are up to date and accurate; and appropriate patient information is available for analysis.

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.

Required experience

• NHS experience
• EPR knowledge
• Waiting list knowledge

Desirable criteria

• PTL knowledge
• Validation training
• Communication skills

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality healthcare we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel. In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Sexual Safety Charter: In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.