Outpatient Clinic Scheduler, Wrh

Job summary An exciting opportunity has arisen for motivated and enthusiastic individuals to support the Outpatient Department in the effective administration of our new outpatient clinic room booking system.
OCTOPUS (Online Clinic Tool for Optimising our Physical Utilisation Space) is a new system which is being introduced across Worcestershire Acute Hospital NHS Trust to provide an overview of clinic room capacity, support the booking or cancelling of clinic rooms and report overall utilisation easily.You will be required to navigate between OCTOPUS and our Patient Administrative System (PAS) to provide an oversight of available capacity, gaps in room usage and produce reports to effectively communicate with a Multi-disciplinary Team.This role will require you to work closely with the Outpatient Department Sisters to ensure adequate staffing levels are also available to support the proposed clinics.The hours required for this post will be between 10am and 3pm, Monday to Friday Main duties of the job To effectively liaise with the Outpatient Lead Nurse / Midwife to successfully manage the booking of Outpatients capacity.To ensure the efficient and effective administration of OCTOPUS.To have responsibility for ensuring the clinics taking place in the Outpatient departments are effectively scheduled and that OCTOPUS accurately reflects changes made in a timely manner.To provide administrative support to the 5-3-2 process, ensuring timely distribution of actions and escalation of queries.Ensure personal skills and knowledge relating to OCTOPUS and the 5-3-2 process meet guidelines and procedures.To maintain OCTOPUS for the use of scheduling clinic lists and the provision of information.To train new staff (internal and external to Outpatients) in the use of OCTOPUS system, with the support of the BI Team About us Our purpose is simple - Putting Patients First.
We are looking for exceptional colleagues who can help us achieve this.Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.The Trust operates hospital-based services from three sites in Kidderminster, Redditch and WorcesterOur workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care.
You could be one of them.We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward.
Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.Our objectives are simple:Best services for local peopleBest experience of care and best outcomes for our patientsBest use of resourcesBest peopleBetter never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description Job responsibilities WORCESTERSHIRE ACUTE HOSPITALS NHS TRUSTJOB DESCRIPTIONPost Title:Outpatient Clinic SchedulerPay Band:3Hours:Part TimeContract:PermanentLocation / Department:Outpatients DepartmentAccountable to:Outpatients Directorate Support ManagerReports to:Outpatients SisterKey Working Relationships:Internal:Nursing Staff, Medical Secretaries, Central Booking Team, Operational ManagersRisk Assessment:Due to the nature of the work, the post holder may be exposed to prolonged VDU workJob Purpose:To effectively liaise with the Outpatient Lead Nurse / Midwife to successfully manage the booking of Outpatients capacity.To have responsibility for ensuring the clinics taking place in the outpatient departments are effectively scheduled and that OCTOPUS accurately reflects changes made in a timely manner according to the 5-3-2 scheduling model.To ensure the efficient and effective administration of OCTOPUSTo provide administrative support to the 5-3-2 process, ensuring timely distribution of actions and escalation of queriesEnsure personal skills and knowledge relating to OCTOPUS and the 5-3-2 process meet guidelines and procedures.To maintain OCTOPUS for the use of scheduling clinic lists and the provision of informationTo train new staff (internal and external to Outpatients) in the use of OCTOPUS system, with the support of the BI TeamKey Duties:To create reports via OCTOPUS to demonstrate Outpatient utilisationEnsure adherence and accurate data input into OCTOPUS from all relevant staff members across the organisation.To communicate effectively and professionally, giving reassurance, information or advice appropriately.Ensure confidentiality and security of patient information and Trust business.The post has no line management or budgetary responsibility.To participate in regular room utilisation audit to be completed, areas of efficiency gains to be identified and plans of action summarised.To support a fully utilised resource which impacts on the trusts ability to meet clinical priorities and achieve national waiting time targets, 2ww and 18wwTo navigate OCTOPUS to ensure the provision of accurate information concurrently to all of the stakeholders to aid decision making on capacity and demandTo liaise with clinicians / medical secretaries / Departmental Lead Nurse / Midwife / BI Team as required in order to clarify, agree any new parametersEscalate to the senior clinical manager any concerns in planning parametersTo adhere to clear reporting mechanisms within the organisational structureLiaise with Lead Nurse / Midwife to ensure staffing of additional clinic resource has been agreed and staffed as requiredTo work effectively as a team member and rotate across all duties required to support Outpatient Lead Nurse / Midwife to maximise clinic utilisationReview CCD and update OCTOPUS accordingly to ensure that it is accurate in real time.To utilise OCTOPUS to identify any extra capacity in the event of increased demandTo ensure that changes to the room schedule within OCTOPUS are swiftly reflected, for example:o removing cancelled clinics to reflect cancelled clinics databaseo disseminate audit data of room utilisation generated by OCTOPUSo Via OCTOPUS, ensure that all stakeholders are informed of all changes to prevent miscommunication, rework and wasted resourceo Review and update data within OCTOPUS to ensure accurate reportingo Provide training for staff in the use of OCTOPUS with the support of BI teamVia OCTOPUS, report any variances in expected Outpatient utilisations and performance issue to the designated managerSupport the roll out Trust wide of OCTOPUSGeneral Duties:Throughout each phase maintain OCTOPUS to ensure a full audit trail is availableTo deal with all queries in a pleasant, polite and efficient mannerHold an interest with assisting with the management of OCTOPUSTo receive and action requests to cancel or reduce clinics within OCTOPUSTo ensure that the Department Lead Nurse / Midwife are informed well in advance of any outstanding requests that require their attentionIdentify and inform the Departmental Lead Nurse / Midwife of problems with planning and procedural processes which may affect the smooth running of the departmentAssist other members of the team as and when required.Ensure that the team is able to cover all aspects of OCTOPUS in the absence of the post holder.Other general administration duties undertaken relevant to post bandingLiaise with Booking Co-ordinators / secretaries in event of any queries Person Specification Experience Essential Relevant recent experience using MS Office packages in either a work or education environment Experience of diary management and event booking Desirable Previous Administration experience Previous NHS Experience Skills / Knowledge Essential Ability to work accurately and methodically.
Pleasant telephone manner.
Flexible approach to duties and take on new tasks.
Understanding of the Data Protection Act and code of confidentiality.
Ability to communicate effectively, and demonstrate excellent communication skills: verbal, written and listen.
Knowledge of basic office procedures.
Working knowledge of Microsoft Office Word, Excel, Outlook, MS Teams Desirable Knowledge of the 4Ward Improvement System Qualifications Essential Educated to a minimum of GCSE Grade C in Maths and English or equivalent Working knowledge of Microsoft Office packages Word, Excel, PowerPoint and Outlook Knowledge of administrative procedures, including specialised IT systems.
knowledge acquired through formal training, NVQ Level 3 or equivalent experience Personal Qualities Essential Positive attitude.
Ability to work both independently and as part of a team.
Reliable.
Produce accurate and timely work.
Other job requirements Essential Willing to undertake further training relevant to post.
Flexibility Site working Ability to travel between sites