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Detailed job description and main responsibilities

 Job Summary

The post holder is one of a team responsible for effectively managing the smooth coordination of the Inpatient waiting list service for the Directorate and ensuring that elective targets in relation to ensuring pre-operative and inpatient waiting times are met at both in a consistent and timely manner.

The post holder will be responsible for the weekly validation of the Trusts’ patient tracking list (PTL) and will inform the Waiting List Team Leader of any capacity issues identifying patients that cannot be treated within the Cancer and 18 week Referral to treatment (RTT) targets.

 Overall Objectives

• Ensure accurate and comprehensive registration of patient records and clinical details for pre-assessment appointments and elective admissions are added onto EPR in a timely manner, according to agreed standards, (the Trusts’ Elective Access Policy and Data Quality).
• The post holder will ensure that all patients are added to the Inpatient Waiting List within 24 hours from any ‘decision to treat’.
• Management of Consultant theatre schedules ensuring theatre lists are booked in line with the Trust Elective Access Policy.
• Ensure that the appropriate action is taken following both patient and hospital cancellations, such that the utilisation of elective capacity is maximised. 
• Ensure that the patients’ 18 week RTT pathway is correct on EPR before undertaking any changes.
• To ensure that the ‘Admitted’ RTT Validation patient list is fully validated each month.

• Highlight any capacity issues or potential Cancer or 18 week breaches and where possible prevent these with the support of the Waiting List Team Leader
• Be responsible for manging designated patient tracking lists (PTL) and attending weekly PTL and Theatre meetings with the management teams.
• Ensure that the 28 day rule regarding on the day cancellations are appropriately managed in accordance with Trust Policy.
• To ensure all clinician annual leave and changes in inpatient theatre schedules are accurately recorded on the electronic patient record (EPR) and TIMS and that the affected inpatient sessions are proactively maintained such that maximum waiting times are met and capacity is fully utilised. As such the post holder will liaise closely with clinicians, managers, nursing and administrative staff.
• To book all pre-operative assessment appointments for patients ensuring that all patients are pre-assessed prior to any surgery date.
• The post holder is expected to develop an understanding of the Trust Elective Access Policy and related procedures, and to make a positive contribution to the ongoing development of elective administration processes.

Key responsibilities 

• This role requires a high level of concentration to be maintained, precise, analytical, accurate detailed work and regular emotional effort when initiating and responding to patients on the telephone and via NetCall.

• An understanding of medical terminology will be of benefit.
• To receive and make telephone calls and take appropriate action/discussion with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature.
• Maintaining filing system and other basic office duties.
• Attend weekly theatre meetings to ensure representation of services and utilisation of theatre lists.
• Access and review the Theatre Information Management system (TIMS) and as required update or change operations accordingly.
• The post holder must exercise judgement to analyse and resolve problems.
• The post holder is required to work unsupervised and is expected to plan and organise his/her own time.
• Provision of information and advice to patients and relatives about pre-operative and inpatient waiting times, exercising judgement when dealing with patient enquiries.
• To undertake routine validation of the inpatient waiting lists ensuring the list is ‘clean’ at all times and planned patients are on correct pathways and are managed in line with Trust Policy.
• Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation.
• Develop protocol for offering cancellation places to appropriate patients.

• Will be asked to show flexibility should the need arise when providing cross-cover for other members of the Waiting List teams during times of leave/sickness and when required.

• Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients (in line with the Data Protection and Patient Confidentiality policies)
• Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission.  With particular reference to Trust Health and Safety Policy notes.
• Any other reasonable duties requested by the Management team. On occasions, it may be necessary for the post holder to assist other administrative departments within the service.