Elective Access Co-Ordinator inpatients | Walsall Healthcare NHS Trust

The Access Team are looking to recruit an enthusiastic, self‑motivated elective Access Co‑ordinator for inpatients to complement our existing friendly team. Your involvement in our team will help our commitment to delivering maximum theatre utilisation for the division of surgery, by monitoring capacity and demand in conjunction with the Access Team Leader. You should have good organisational skills and be able to manage your workload effectively. It is essential that you are competent using Careflow, Bluespier, and Microsoft Office packages, and that you possess sound communication skills, an excellent telephone manner, professionalism, and a good command of the English language.

Responsibilities

• Work in the Easi‑book team and provide a professional, efficient, and effective centralised booking service for a variety of theatre schedules, ensuring KPIs are maintained.
• Direct administrators’ work to ensure effective use of resources and timely booking of theatre lists in line with the 6‑4‑2 booking process.
• Coordinate the workload for the wider team, while accepting direction and delegation from the Elective Access Booking Manager.
• Deputise for the Elective Access Booking Manager.
• Offer divisional support in transformation huddles and work streams.
• Communicate work plans and activities to administrators.
• Support review of incidents/complaints relevant to the access booking team, ensuring lessons learned are embedded and best practice and quality are supported.
• Coordinate workload for Access Administrators and Call Centre Operatives.
• Complete daily reviews of theatre utilisation across the specialities, identifying where cases need to be added.
• Identify daily where capacity cannot be utilised and escalates as appropriate.
• Provide rotas for administrators with the support of the Elective Access Booking Manager.
• Ensure patients’ appointments for pre‑assessments are booked.
• Ensure all My Pre‑op Links are sent within the team.
• Create reports using IT applications and Microsoft products.
• Ensure all patients are verbally accepted and comments are reflected in CareFlow.
• Ensure all validation letters for TCI’s are sent out in a timely fashion.
• Ensure all PL2 patients are dated with a timeframe prior to the breech date.
• Ensure all theatre actions are completed weekly following the theatre meeting.
• Ensure all on‑the‑day cancellations are dated within 28 days.
• Circulate upcoming procedures for the next two weeks to Care Groups and consultants.
• Co‑ordinate work for administrators by monitoring the Patient Tracking List and long waiter reports to ensure patients are dated and appointed timely and in strict date order, under direction of the Elective Access Booking Manager.
• Work with the Elective Access Booking Manager to maintain departmental KPI’s.
• Handle outgoing post, ensuring that patient appointment letters/TCI letters are posted timely following scheduling or booking of appointments.
• Demonstrate job‑role tasks to new staff, bank/agency staff, and/or students within Easi‑book.
• Contribute to efficient running of all services related to the job, ensuring confidentiality and data protection are adhered to.
• Maintain full working knowledge of the organisations’ patient management systems: CareFlow, Ultramed, Envoy, and other relevant skills.
• Represent the team for meetings held across the trust, appropriate to banding.
• Ensure staff are allocated to calls daily and that calls do not exceed the 10% abandonment rate.
• Maintain awareness of the 18‑week RTT and its implications with respect to appointment scheduling, cancellations, and rescheduling.
• Use email in an effective and professional manner to communicate with departments, clinical, and non‑clinical colleagues.
• Report defective equipment to the IT Service Desk.
• Undertake other ad‑hoc duties as requested in line with the grade of the post.
• Attend regular team meetings and contribute to setting achievable standards to promote improvements in patient care and service development.

Required Skills and Experience

• Good organisational skills and strong workload management.
• Proficiency with CareFlow, Bluespier, and Microsoft Office.
• Excellent communication skills and telephone etiquette.
• Professionalism and a good command of the English language.
• Experience working in a fast‑paced clinical administrative environment preferred.