Outpatient Clinic Scheduler, ALX
WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST JOB DESCRIPTION Post Title:Outpatient Clinic Scheduler Pay Band:3 Hours:Part Time Contract:Permanent Location / Department:Outpatients Department Accountable to:Outpatients Directorate Support Manager Reports to:Outpatients Sister Key Working Relationships: Internal: Nursing Staff, Medical Secretaries, Central Booking Team, Operational Managers Risk Assessment: Due to the nature of the work, the post holder may be exposed to prolonged VDU work Job 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 OCTOPUS 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 Key Duties: To create reports via OCTOPUS to demonstrate Outpatient utilisation Ensure 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 18ww To navigate OCTOPUS to ensure the provision of accurate information concurrently to all of the stakeholders to aid decision making on capacity and demand To liaise with clinicians / medical secretaries / Departmental Lead Nurse / Midwife / BI Team as required in order to clarify, agree any new parameters Escalate to the senior clinical manager any concerns in planning parameters To adhere to clear reporting mechanisms within the organisational structure Liaise with Lead Nurse / Midwife to ensure staffing of additional clinic resource has been agreed and staffed as required To work effectively as a team member and rotate across all duties required to support Outpatient Lead Nurse / Midwife to maximise clinic utilisation Review 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 demand To ensure that changes to the room schedule within OCTOPUS are swiftly reflected, for example: o removing cancelled clinics to reflect cancelled clinics database o disseminate audit data of room utilisation generated by OCTOPUS o Via OCTOPUS, ensure that all stakeholders are informed of all changes to prevent miscommunication, rework and wasted resource o Review and update data within OCTOPUS to ensure accurate reporting o Provide training for staff in the use of OCTOPUS with the support of BI team Via OCTOPUS, report any variances in expected Outpatient utilisations and performance issue to the designated manager Support the roll out Trust wide of OCTOPUS General Duties: Throughout each phase maintain OCTOPUS to ensure a full audit trail is available To deal with all queries in a pleasant, polite and efficient manner Hold an interest with assisting with the management of OCTOPUS To receive and action requests to cancel or reduce clinics within OCTOPUS To ensure that the Department Lead Nurse / Midwife are informed well in advance of any outstanding requests that require their attention Identify and inform the Departmental Lead Nurse / Midwife of problems with planning and procedural processes which may affect the smooth running of the department Assist 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 banding Liaise with Booking Co-ordinators / secretaries in event of any queries