Waiting List Co-ordinator Assistant

North Bristol NHS Trust; Bristol; On-site; GBP 60,000 - 80,000; Full time

Job summary

A healthcare institution in Bristol is seeking a support coordinator to assist with patient waiting lists and outpatient procedures. The successful candidate will manage appointments, maintain records, and facilitate communication among medical staff. Essential qualifications include experience in a team environment and strong communication skills. This role is integral to ensuring efficient operations within the ward.

Qualifications

• Experience of working as part of a team in a multi-disciplinary environment.
• Experience of waiting list management.
• Able to develop good working relationships amongst team, colleagues and clinical staff.

Responsibilities

• Manage and book the Outpatient procedure clinics in line with patient access policy.
• Maintain patient records and ensure filing is completed in a timely way.
• Act as a contact point liaising with patients, relatives, and medical staff.

Skills

Teamwork

Communication

Time management

Education

Good general education including GCSE in Maths or English

Advanced keyboard and computer skills (Microsoft Office)

Job description

Overview

To provide support and assistance to the waiting list co-ordinator. The role involves preparing notes, answering numerous telephone calls, booking appointments and procedure dates. Admitting and discharging patients on Careflow, filing, ensuring effective communication with the ward staff and contributing to the efficient running of the ward on a daily basis. Assisting with Data Validation. You will also be required to liaise with hospital medical and administrative staff, other departments, General Practitioners and patients. To manage and administer the patient waiting lists for Outpatient Hysteroscopy in accordance with the Government Access Targets, and the Bristol, North Somerset and South Gloucestershire Elective Care Access Policy.

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Main duties of the job

• To Manage and book the Outpatient procedure clinics in line with patient access policy.
• Assist the waiting list coordinator to book inpatient waiting lists.
• Coordinate notes for admissions to the ward and prepare consent packs.
• Maintain patient records and ensure filing is completed in a timely way; ensure notes are available for clinical staff and trace patients’ notes to the correct location.
• Arrange appointments for pre‑operative assessment.
• Answer the telephone and respond to information requests with the assistance of nursing staff.
• Print patient wristbands and address labels for emergency and elective admissions.
• Maintain confidentiality of information at all times.
• Maintain personal standards of health, safety and security and understand responsibilities under the Health and Safety at Work Act.
• Participate in relevant training as identified through performance reviews.
• Participate in holiday absence rota with other admin team members.
• Use databases and/or other systems to maintain, record and monitor information.
• Act as a contact point liaising with patients, relatives, medical representatives, GP surgeries/other hospitals, nursing staff, surgical team and support services.
• Ensure funding is authorised for identified procedures prior to booking surgery.
• Maximise use of theatre resources, including replacing short-notice cancellations.
• Document and communicate vital medical information and special needs (e.g. MRSA, Diabetic, Latex Allergy) to admissions and related wards/departments in a timely manner.
• Comply with the Data Protection Act.
• Cover outpatient and ward reception desks when required.
• Adhere to Trust/Directorate/Departmental policies.
• Any other duties as deemed appropriate by the Gynaecology Specialty Managers.

Person specification

Work Experience

Essential criteria

• Experience of working as part of a team in a multi-disciplinary environment.
• Experience of waiting list management.

Desirable criteria

• Knowledge of patient pathway.

Skills/Abilities/Knowledge

Essential criteria

• Able to develop good working relationships amongst team, colleagues and clinical staff.
• The ability to work to tight deadlines.
• Excellent written/verbal communication skills.

Education/Training/Qualification

Essential criteria

• Good general education including GCSE in Maths or English (or equivalent).
• Advanced keyboard and computer skills (Microsoft Office).

Personal Qualities/Special Circumstances

Essential criteria

• Able to work flexibly to meet the needs of the service.
• Ability to act under direction from senior team members.

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

If you meet the requirements of the Disability Act / Two Ticks scheme and require further support or advice, please contact us on tel [phone].

North Bristol NHS Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.