Detailed job description and main responsibilities

Job Details:

 Support the utilisation of booking slots so that capacity is utilised to the maximum. Manage clinics to maintain optimum clinic utilisation. Any under-utilisation to be reported immediately to the Head of Paediatric Audiology.

 Analyse patients’ referrals and make judgement on whether appropriate for direct access to Audiology, seeking clarification from senior clerical staff when needed. Make administrative decisions on patient appointments and analyse patient appointment data.

 Any cancellations are to be undertaken following the set criteria for the speciality.  Attention should be given to waiting time and RTT targets.  Patients must be rebooked within specified time scales.  Any problems meeting this criteria, including late cancellations, should be highlighted immediately to the Head of Audiology/Deputy

 Ensure that all appointments are booked in line with the current Partial Booking Policies and booking criteria.

 Monitor waiting lists & cancellations.

Waiting lists must be run weekly and checked for accuracy in relation to rules surrounding waiting list auditing.  The key elements being:

• • Partial Booking
  • Application of DNA /CNAs, cancellations etc
  • Duplicate entries
  • Outstanding bookings
  • Application of priorities.

 Ensure that standards are met for the notification or acknowledgement of appointments and confirmation letters that are sent to patients according to set criteria and protocols.

 Deal with telephone queries from both internal and external agencies in a professional manner in accordance with Data Protection and statutory policies and procedures.

 Deal with all enquiries and complaints promptly and sympathetically, adhering to the ABUHB standard operating procedure and inform Head of Audiology of any problems immediately.

 Ensure that any patient demographic changes are made at the time of the call.

 Maintain good communication and liaison with other staff, wards, departments and the general public.

 Liaise with Clinicians as regards removing patients from the waiting lists as per protocols.

 Action CNA (Cannot attend appointment,) DNA (Did not attend for appointment) & NFA (Cancel appointment completely – no further appointment) as per protocols.

 Record accurate complete information for all patients on relevant databases

 Be responsible for covering colleagues during periods of annual leave and sickness. 

Have full understanding of Guide to Good Practice and Service Standards.

 Follow all protocols and standards, manual and computerised, ensuring these are undertaken accurately within agreed time scales.

 Keep abreast of current Welsh Government (WG) definitions and guidelines and RTT targets.

Care of office equipment and maintenance of office stock control. Coordinate minor works repairs for departmental property and equipment. Requisition office stock and Audiology equipment repairs through Oracle system.

 Be flexible to the needs of the service to ensure smooth running of the department.

Actively participate in the duties of the department as required. 

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.