Senior Patient Administrator - Scheduling in London

Roles and responsibilities include:

• Assist the Team Leader in all aspects of staff management of all Patient Administrators and Assistant Patient Administrators, including assisting with prioritising workload, day to day support, supervision, sickness, performance and appraisal, and ensuring mandatory and statutory training targets are achieved.
• Support the Team Leader in maximising the best use of clinical and non-clinical resources.
• Ensure that all enquiries are dealt with in a timely, polite, professional and confidential manner, taking action or escalating as appropriate, using initiative and prioritising skills.
• Proactively manage patient pathways so that all patients receive a high standard of service delivery.
• Use initiative when dealing with patient problems or when dealing with managers and consultants who may request patient information.
• Ensure all activity is cashed up in a timely manner using Trusts PAS/appropriate IT system including DNAs and discharges.
• Participate in new staff induction, demonstrate duties to new starters and provide close supervision.
• Develop new members of the team through training and supervision.
• Adhere to trust-wide standard operating procedures and policies developed for clinical administrative processes and participate in their development.
• Suggest improvements to systems, with ways of measuring effectiveness of any changes made.
• Collect and use data to measure performance of department against objectives.
• Assist all members of staff and patients with the uptake of new technologies, and where required become a user champion to embed learning.
• Assist in sourcing specialist equipment as appropriate.
• Flag up and report overseas visitors for payment.
• Retrieve and validate missing NHS numbers card and investigate errors.
• Participate in regular team meetings and other relevant meetings e.g. Patient Access.
• Assist in the maintenance of stationery stock.
• Organise and prioritise workload with minimal supervision.

Central Admissions:

• Ensure that patients' surgery is booked in accordance with booking rules outlined in the Trusts Access Policy, in order that patient pathway targets are achieved.
• Identify potential long waiters and agree remedial actions.
• Escalate any capacity issues via the local escalation process.
• Book transport as necessary and communicate with the transport office any changes when rebooking a patient's appointment.
• Organise the day-to-day running of the in-patient waiting list proposing and agreeing changes/additions to the theatre lists working closely with clinicians and managers as appropriate.
• Ensure that all patients on the waiting list are validated to promote effective management of the Trusts 18 weeks pathway.
• Monitor the waiting list on a weekly basis and liaise with line manager about variances in performance and projections.
• Plan theatre lists 4 weeks in advance with line manager and Clinicians.
• Liaise with patients/carers to arrange pre-assessment appointments for patients requiring surgery.
• Liaise with theatre staff, clinicians, anaesthetists and Service Manager to ensure lists are fully utilised.
• Liaise with medical staff regarding waiting lists and theatre list.
• Assist in organising any special requirements as needed.
• Undertake a weekly review of the waiting list to ensure patients are treated by clinical priority and wait time.
• Collate and circulate the weekly admissions planner for clinical and managerial staff.
• Keep comprehensive records of any cancelled and rescheduled theatre sessions.
• Produce the cancellations spreadsheet on a daily basis.
• Collate, input, interpret, analyse, and extract data for audit/presentations to be used by clinicians/managers as requested.
• Provide patient information to GP practices, also to liaise with GPs regarding results, special needs and concerns.
• Plan and maintain one year in advance theatre sessions, pre-assessment, and operating schedule to achieve wait time targets.