Admissions Pre-Op Booking Officer NHS AfC: Band 3

Job overview

The Surgical Care Group is looking for an enthusiastic and self-motivated Admissions Pre-Op Booking Officer to pro-actively co-ordinate the admission of patients to the pre-operative assessment unit. To schedule pre-operative assessment appointments, timely and patient focussed service is provided and the clinical needs of patients are met in accordance with the current NHS timeframes.

Main duties of the job

This demanding role will require excellent time management and organisational skills. The successful candidate must be able to prioritise their own workload and will require a flexible approach to their duties.

The post holder should be proficient in the use of Microsoft Office packages. Ability use a range of computer systems to collate information and escalate potential problem areas. Training will be given where necessary for internal IT systems.

There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.

Interview Date: 10th September 2021

Working for our organisation

St Helens & Knowsley Teaching Hospitals NHS Trust is the BEST acute Trusts in England for the THIRD year running!

The Trust is currently the only acute Trust in Cheshire and Merseyside, and is one of few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 350,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are also a Major Trauma Unit and the Mersey Regional Burns Unit.

Our ’5 Star Patient Care’ strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.

Detailed job description and main responsibilities

KEY DUTIES (PRE-OP BOOKING)

• Book appointments for pre-operative assessments using the PAS system and identify the type of pre-operative assessment required, ensuring the waiting list entry is attached to the correct 18 week pathway.
• To arrange patient pre-op appointment by telephone/letter ensuring that patients are offered choice of date with reasonable notice in accordance with the current operating framework and the NHS constitution.
• To monitor pre-op clinics on a daily basis, ensuring all clinics are fully populated and appropriate patients booked into the appropriate clinic, 48 hours in advance.
• Obtain relevant reports/information and request case notes. Update pre-operative assessment clinic of list changes due to cancellations/alterations. Frequently negotiate with nursing staff to provide additional pre-operative assessment clinics.
• Liaise with the pre-operative assessment clinic regarding impending admissions.
• Take into account daily cancellations and alterations, contacting patients by telephone explaining in a polite and courteous manner reasons for cancellation. To follow the correct procedures and processes for all cancelled appointments and DNA’s to ensure dates are re-booked and/or removed according to the Trust Patient Access Policy, escalating any issues.
• Deal with all patients attending the Clinic Reception promptly and in a professional, courteous manner, ensuring that confidentiality is maintained at all times. Following security and safety procedures at all times. Ensuring the reception area is kept tidy and free from hazards.

KEY DUTIES (ADMISSIONS BOOKING)

• Enter patient Admission Listing forms accurately onto the Patient Administration System (PAS) on a daily basis adhering to the timescales within the Trust Patient Access Policy and ensuring the waiting list entry is attached to the correct 18 week pathway with appropriate operation code.
• To deal with pending elective admissions and cancellations, liaising with all relevant staff (including Consultants, Bed Managers, Theatre and Ward staff). Escalating any issues/breaches to the Team Leader/Assistant Directorate Manager.
• Meet/liaise with Consultant’s on a regular basis in order to manage waiting lists effectively whilst working within the Department of Health guidelines. Be responsible for updating accurately both electronic and paper diaries.
• Independently compile theatre lists 6 weeks in advance, taking into account the composition of lists to include, clinical urgency, diagnostic investigations, therapeutic investigations, complex procedures and 18 week referral to treatment target. Inputting information on to PAS and Opera.
• Liaise with the Capacity Manager and/or Directorate Manager’s to ensure theatre sessions are utilised when Consultants are on leave. If Consultants are on annual leave/professional leave ensure that Registrar/Staff Grade cover is in place prior to booking patients into theatre session.
• Book patient appointments for pre-operative assessments using the PAS system and identify the type of pre-operative assessment required. Obtain relevant reports/ information and request case notes. Update pre-operative assessment clinic of list changes due to cancellations/alterations. Frequently negotiate with nursing staff to provide additional pre-operative assessment clinics.
• Liaise with the pre-operative assessment clinic regarding impending admissions, outcome of anaesthetic referrals or medical issues, prior to dating patients for surgery.
• Update the PAS system and Opera systems with all information/special requirements following patients attending the pre-operative assessment clinics.
• Order interpreters for patients attending pre-operative assessments, enhanced recovery programme clinics and admission for surgery by e-mail.
• To arrange patient admissions by telephone/letter ensuring that patients are offered a choice of date with reasonable notice in accordance with the current operating framework and the NHS constitution.
• Order all necessary equipment for the planned operations via Theatre Materials Management Department.
• Responsible for informing the Radiology Department of patients due to be admitted for elective surgery within 48 hours who will require X-ray.
• When arranging paediatric admissions check anaesthetic cover (paediatric anaesthetists required) and ensure enough paediatric beds are available for that particular admission date.
• Take into account daily cancellations and alterations, contacting patients by telephone explaining in a polite and courteous manner the reasons for a cancellation. To follow the correct procedures and processes for all cancelled admissions and DNA’s to ensure dates are re-booked and/or removed according to the Trust Patient Access Policy, escalating any issues.
• Complete reminder service one week in advance for elective admissions to reduce DNA’s and ensure full utilisation of theatre sessions.
• Advise patients of all available options with empathy and discretion particularly when dealing with aggrieved patient’s regarding waiting list enquires. Significant conversations including outcomes are to be recorded on PAS.
• Monitor and maintain the Patient Target Lists (PTL) for each speciality and individual Consultants. Liaise with Directorate Managers on a regular basis.
• Monthly validation of 18 week (PTL) for each speciality to maintain 18 weeks, ensure patient availability and/or still require procedure and willingness to accept another surgeon or external providers.
• Monitor and maintain the Surveillance Targeting Lists for individual specialities ensuring that all patients are recalled in accordance with Multi-Disciplinary Team guidelines and Department of Health guidelines.
• Book all Enhanced Recovery Programme appointments prior to admission.
• Complete data checks on computerised systems (PAS, Opera, EDMS) amending any changes e.g. operation procedures, wards, patient details, patient/hospital cancellations or time changes due to the implications of MRSA and / or allergy risks etc.
• Check EDMS for potential missed additions and highlight to Team Leaders.
• To ensure all case notes are requested and available for admissions in line with local standards and protocols. Ensure that any documentation in relation to the patient is sent to the Health Records Department to be scanned onto EDMS (Electronic Document Management System). To file all correspondence and documents, as required, thereby maintaining an effective filing system.
• Organise and order stationary items as appropriate.
• Deal appropriately with concerns from staff in line with Trust policy.
• To provide cover for colleagues during periods of annual leave and sickness. Mentor and train relevant staff as required by the Team Leaders or Assistant Directorate Manager.
• Participate in evening and call centre weekly rotation.
• Liaise with other hospitals both NHS and private, GP’s, secretarial, clerical, wards, theatre staff and cancer services.
• Following List Planning meeting, complete actions for individual specialities and update minutes for Directorate Managers.
• To be responsible for informing the Cardio-Respiratory Department of patients due to be admitted with pacemakers in-situ by email.
• To work in a flexible manner in accordance with the Trust policy.
• Any other duties required by Line Manager.