Assistant Patient Services Co-Ordinator (Xn04)

Job summary Expected Shortlisting Date 12/12/2024 Planned Interview Date 19/12/2024 We have an exciting opportunity here at the Leeds Dental Institute for a full-time role at hours per week as an Assistant Patient Services Coordinator for out Inpatient Scheduling Team.
You will be working with our clinical and administrative teams to manage the inpatient scheduling for the Leeds Dental Institute.
You will be based in our office at the Leeds Dental Institute.
We have an option for some flexibility on working patterns and limited working from home within the hours of the service.
As a hospital we are committed to delivering the best patient care, clinical education and value for resources to our stakeholders.
As such, an open and enthusiastic approach to change and innovation will be essential to the successful applicant.
The ideal candidate will be organised, flexible and have strong communications skills.
The role will require the successful candidate to schedule operations ensuring that an efficient, timely and patient focussed service is provided and the clinical needs of patients are met in accordance with the current NHS timeframes.
This demanding role will require excellent time management and organisational skills.
The successful candidate must be able to prioritise their own workload and will require a flexible approach to their duties.
Main duties of the job The role will provide a theatre scheduling service to the Paediatric Dentistry department as well as provided line management for two administrative colleagues.
The position will also include dealing with enquiries from patients, colleagues and other healthcare providers.
The range of tasks would include.
Enter surgical booking forms accurately onto the Patient Administration System (PAS) on a daily basis adhering to the timescales within the Trust Patient Access Policy and ensuring the waiting list entry is attached to the correct 18-week pathway with appropriate operation code.
To deal with pending elective admissions and cancellations, liaising with all relevant staff (including Consultants, Bed Managers, Theatre and Ward staff).
Escalating any issues/breaches to the Business Manager Meet/liaise with Consultants on a regular basis in order to manage waiting lists effectively whilst working within the Department of Health guidelines.
Be responsible for updating accurately both electronic and paper diaries.
Independently compile theatre lists 6 weeks in advance, taking into account the composition of lists to include, clinical urgency, diagnostic investigations, therapeutic investigations, complex procedures and 18-week referral to treatment target.
Inputting information on to PAS and TMS.
Working within the Trusts' 6-4-2 framework.Line manage a small team of colleagues.
About us The Leeds Dental Institute is part of the Leeds Teaching Hospitals Trust (LTHT) and as such have a strong commitment to the values of being Patient Centred, Fair, Accountable, Empowered and Collaborative.
We want to make our recruitment process as fair, inclusive and transparent as possible.
As an organisation we have a huge network of colleagues with varied skills and experiences, LTHT is an excellent place to develop skills, networks and careers.
The Dental Hospital is an excellent place to develop knowledge of different patient pathways and processes as we manage our entire outpatient pathway from referral to discharge and have our own surgical theatre.
The role offers a diverse and broad experience of hospital administration and line management which is ideal for anyone looking to enter a management career path or develop existing skills/knowledge.
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles.
As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed.
If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job description Job responsibilities Please see the attached job description for an overview of the role and responsibilities of the post.
The day-to-day duties of the post will include; Populate Paediatric Dentistry theatre lists in a timely manner as per the Trust 6-4-2 policy.
- Scheduling patients in urgency and referral to treatment (RTT) order - Utilising all elective operating capacity available through robust and timely scheduling and problem solving to overcome issues as they present - Troubleshooting to ensure every possible option is explored to ensure patients surgery plans go ahead.
- Ensuring patient records and Trust systems are always kept accurate and up to date with surgical plans.
- Ensuring RTT pathways are always correct as per the LTHT access policy.
- Ensuring any special surgical requirements are organised ahead of planned surgery dates Cross cover for the Dental One Day Unit Assistant Patient Service Coordinator.
Line management of a small team of clerical officers.
- Providing a supportive and knowledgeable line manager support in line with LTHT policies.
- Undertaking frequent one to one meeting and a quality annual appraisal to supporting the personal development of your team.
- Manage workload and support with processual barriers to maintain efficiency within the team.
Communicate and report service progress against RTT standards and KPIs.
- Report at a weekly CSU scheduling meeting on long waiters and utilisation.
- Attend the weekly Trust scheduling meeting along with the Business Manager / Patient Service Coordinator.
- Attend the monthly CSU operational management meeting.
The role will report to the Patient Service Coordinator be responsible to the Business Manager.
Person Specification Skills & behaviours Essential Evidence of organisational skills Knowledge of Microsoft 365 packages including Outlook, Excel and Teams.
Evidence of time management skills.
Evidence of ability to prioritise and organise own workload Evidence of ability to communicate effectively across staff groups Demonstrates inclusive practices, working in a fair and empowering way Desirable Evidence of training or experience on inpatient pathways Qualifications Essential Good standard of education to minimum of GCSE Experience Essential Experience of staff management including recruitment and retention Experience in a customer focussed/customer service environment Desirable An understanding of NHS/Trust protocols/policies and procedure Significant previous administration experience Experience or knowledge of RTT 18-week pathways Additional Requirements Essential Evidence of continued personal development and a willingness to undergo training.