Waiting List Co-ordinator
Job Description
Job summary
We have an exciting opportunity for a full time Band 3 Waiting List Co-ordinator to join our team within the Urology Investigation Units
Working alongside the team you will look after the waiting lists for patients who are waiting to attend the Units for a procedure. You will be responsible for ensuring clinic lists are fully utilised and waiting lists are well managed in order of clinical priority. This will involve following processes and systems to deliver a caring, quality service for patients and support the achievement of local and national patient access and activity targets.
We are looking for someone with good organisational and prioritisation skills, to be self-motivated with the ability to work well under pressure and to have good communication with patients, medical, nursing and admin colleagues.
The Waiting List Co-ordinator provides a link between the trust, the patient and their GP for patients/carers and other health care professionals. You will be working as part of the Urology Investigation Unit Administration Team, you will understand the service requirements and have an appreciation for the concerns and queries of patients and carers.
Main duties of the job
To be a member of a professional team that provides comprehensive, high quality waiting list management services for the Mid Yorkshire Hospitals NHS Trust.
To manage a number of waiting lists within the Urology Investigation Unit operating Trust wide in accordance with Government Access Standards, NHS Constitution and Trusts Patient Access Policy ensuring efficient and effective use of theatre and procedure sessions.
Exercise initiative and use independent judgement, knowledge and analysis to book patients, dependent on their individual clinical needs, their complexity and the appropriate case mix. Work in a demanding and sometimes hostile environment dealing with complex and sensitive information on a daily basis.
Provide an information and communication link between the patient and their elective admission to hospital.
Responsible for decision-making with situations arising from the duties and responsibilities described below to ensure an effective, organised, comprehensive and efficient, high quality patient centred clerical service.
About us
We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.
We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.
If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.
Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.
Job responsibilities
To be named contact point liaising with patients, relatives and/or carers as well as medical representatives, GPs, nursing staff, surgical team and support services to ensure the admission is appropriately planned and managed. This can be face to face, over the telephone, in writing or electronic.
To overcome barriers on a daily basis in supporting patients that might not easily understand due to cultural or language differences, physical or mental special needs, or due to age. To use tact and persuasion to negotiate a mutually convenient date for a patients procedure when the may be upset or angry.
To communicate unpleasant news in an empathetic manner to patients, relative or carers over the telephone and provide reassurance at times of distress or when discussing issues of a sensitive nature.
Accurate addition of patients to the waiting list ensuring any relevant notes recorded.
To provide advice to patients with matters relating to their admission (pre and post-operative guidance) and with regard to their position on the waiting list.
Ensure a high standard of customer service is provided at all times to all service users in a helpful, courteous, empathetic, reassuring and diplomatic manner.
To plan multiple theatre/procedure lists up to six weeks in advance, using clinical knowledge, medical terminology and information to meet the patients 18 week, diagnostic, cancer and/or 28 day rescheduling targets.
To attend weekly meetings with the Patient service manager to provide information for the control tower meetings and also to discuss any capacity issues/shortfalls and contribute to help identify a solution.
Ensure that with effective planning and organisation the theatre/procedure lists are utilised to their maximum potential which requires taking in to account MSBOS guidelines, specific patient needs, cancelling/rescheduling patients, replacing short notice cancellations, organising specific clinical staff, arranging enhanced care beds and responsible for theatre list order taking into account all patient and theatre information.
Responsible for communicating information and changes relating to elective admissions, theatre lists etc. with regards intended procedures, specific kit requirements, specific anaesthetic input to relevant staff Trust wide.
Ensuring where required appropriate funding is in place or authorised to allow the patient to proceed to admission taking into account out of area patients.
Identify, attempt to resolve and pre-empt situations which may result in a breach of access targets. Regularly analyse waiting list information from Enterprise CaMIS and multiple Priority Treatment Lists (PTL) to ensure compliance with national waiting time standards and escalate in a timely manner any requirements for additional capacity to ensure patients are treated within Government waiting time standards.
With knowledge and understanding of the 18 week RTT and compliant/non-compliant pathways add patients to the waiting list ensuring correct linkage.
Responsible for data quality when maintaining, inputting, extracting and producing information (including information to patients) in the Trusts multiple computer systems. To use speed and accuracy with clinical and non-clinical information relating to patient care to ensure patient safety at all times. Computer systems used include Enterprise CaMIS, Open CaMIS, Microsoft applications, Shared drives, ICE, Theatre Man, File Tracker, HealthView, Medisoft, view and adhoc letters, Spine Portal, PTL and eWinDip.
To handle sensitive and confidential information on a daily basis taking in to account data protection.
Coordinate the admission for patients with complex social or medical requirements or those undergoing a planned sequence of care.
To work under own initiative within approved policies, procedures, booking guidelines and escalation processes to make decisions to ensure efficient and patient centred service delivery.
To ensure specialty policies are implemented within own work area and to contribute to suggested changes as required.
To ensure additional resources are booked as required by the patient to ensure a safe admission and patient centred approach i.e. book transport to ensure arrival on time, to arrange interpretation services for consent purposes.
Prioritise own workload on a daily basis while recognising when it is appropriate to escalate to manager.
To multi-task between activities with frequent interruptions and a need to leave one task immediately. Reprioritise your workload to resolve any unexpected issues.
To understand, contribute, implement and apply knowledge of a relevant procedures and knowledge of how to resolve non-routine problems.
To frequently sit and concentrate in a restricted position for a substantial proportion of the working time due to continuous exposure to VDU equipment, inputting information via a keyboard and using a telephone headset. Whilst using multiple computer systems at the same time.
Assist in the training and induction of new staff and provide continuous support with regards to the co-ordination of their workload.
To work flexibly according to the needs of the service including covering for colleagues during periods of leave.
Person Specification
Knowledge and Awareness
Essential
- Understanding of current challenges facing the NHS locally and nationally
- Knowledge of the Data Protection Act and awareness of confidentiality.
- Awareness of own limitations.
