An exciting opportunity has arisen for an enthusiastic motivated individual to join our friendly Inpatient Admissions Booking Team, based in the Sussex Orthopaedic Treatment Centre (SOTC) at the Princess Royal Hospital in Haywards Heath.
As Admissions Clerk you will be the first point of contact for patients to the department and you will be responsible for the administration of patient procedure scheduling. You will need to be able to balance tact and assertiveness, combined with the ability to work calmly and patiently within a team, in a sometimes stressful environment. Computer competence, strong customer care, communication and team working skills are all required. Experience in a clinical administration role is desirable.
Experience of working within the NHS is an advantage, including knowledge of PAS, however full training will be provided.
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Internal applicants should note that this opportunity will be offered on a secondment basis. Before applying, internal colleagues must discuss the opportunity with their current line manager to confirm whether they can be released from their substantive role if successful. Release to undertake a secondment is not automatic and must be agreed between the colleague, their current line manager, and the recruiting line manager.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
Complete responsibility for the consultant’s operating diaries utilising a full knowledge of surgical procedures, duration of operating times, and theatre availability.
Production of letters which inform patients of the appropriate admission times, dates and eating instructions, in accordance with their anaesthetic requirements. This follows detailed and sensitive negotiations with patients relating to their availability for surgery, with consideration being given to the correct application of the Patient Access policy.
Collect waiting list cards from the clinic and input the information on PAS. Great attention to detail is very important and all information must be transcribed exactly to the consultant requests. Information must be added within a deadline and letters sent to the patients, stating an estimated waiting list time, dependant on each procedure and each consultant. Ensure all relevant patients’ details are entered on the PAS system, including booked admissions and updating of patient information for all providers.
Organise interpreters where necessary, for patient’s operations, and pre-operative appointments. Maintain records of such bookings and pass information regarding each booking to relevant staff.
Flag up the need for cover when annual leave is booked or cancelling theatre time accordingly.
Maintain and update the consultant’s waiting lists. Prioritise urgent patients, and make sure government targets for the routine waiting lists are being met. Highlight immediately and in a timely fashion any conflicts that might mean patient waiting time targets could be breached. Be aware of, and able to adapt to any changes in trust policy and general operating systems.
Compile and update patient’s personal details on PAS database, and amend their files accordingly. Create files for new patients and request notes from other trust hospitals for patients that have been seen at different hospitals.
Complete responsibility for ensuring that all patients receive pre-operative assessment within a strict time allowance. Defer patients, where appropriate and liaising with GP surgeries regarding a patient’s medical status. Arranging further outpatient appointments where necessary. Collect pre-operative assessment case notes from wards/clinics and record patient attendances on PAS. Provide consultants with lists of patients who do not attend and write to the patients and their GP, in accordance with the Directorates DNA policy. Ensure notes and other relevant information for the Pre-Clerking of patient is prepared.
Comprehensive knowledge of clinic booking and procedure management is essential. Ability to liaise and if necessary book patients into clinics appointments in the out patient’s department, produce letters and cancel and rebook as needed.
Track all case note movements as necessary on the computerised tracking system.
Coordinate the mapping of patients to beds, liaising with ward staff and bed managers to ensure that clinical priorities and trust policy is adhered to.
Production and distribution of weekly admissions list, to medical secretaries, wards, theatres, and any other party that requests a copy. Be responsible for ordering any specialist equipment needed by theatres, and arranging this in time for sterile services departments to action.
Understand all specialities of in-patient activity within the hospital. To know the standard operating procedures for all consultants in order to answer queries from patients/GPs and other trust staff. To be able to provide cross-cover for other admission’s officers when they are on planned annual leave or are away with sickness.
Manage systems for accurate filing of admission cards and referral letters, so they can be retrieved at any given time. Produce statistical information about the operations done, cancelled or deferred for the Consultants and Trust.
Deal with large volumes of day to day enquiries from patients/GPs/Trust staff in a courteous, sympathetic manner. Communicate with all patients due to be admitted by any provider unit used by UHS.
Ensure beds are booked for all elective admissions, endoscopies, bed rest, X-Ray or other trust departments. Ensure that patient’s notes and other relevant information is prepared and delivered to the appropriate ward, provider prior to admission.
Manage an efficient waiting list system in accordance with Trust policy. Fully understand the Trust’s Patient Access policy relating to ‘patient’s choice’ and be able to implement systems and answer questions from patient’s regarding this.
Where necessary arrange admissions for private patients. Communicating with the consultant’s private secretary and the wards, and producing the appropriate admission lists. Maintain an efficient system to monitor patients directed to the private sector for treatment.
Collect daily cancelled operations forms from theatres and amend details on the waiting list. Rearrange admission if necessary, make follow up appointments or discharge as necessary. Record all attendances and outcomes on PAS. Where necessary discharge patients in accordance with consultant’s requests and update details on the computer systems.
If patients cancel their appointments where appropriate discharge them, inform their GP's and send out written confirmation to the patient, thanking them for advising the Trust that they would not be attending, or no longer need treating. Make appropriate changes are made and written in full onto PAS and ensure the Patient Access policy is appropriately interpreted and applied incorrectly suspending or altering their Korner wait.
