Job Description

The post holder is one of a team responsible for effectively managing the

smooth coordination of the outpatient waiting list service for the Directorate

and ensuring that elective targets in relation to ensuring Outpatient,

Diagnostic and post-operative waiting times are met at both in a consistent

and timely manner.

The post holder will be responsible for the weekly validation of the Trusts'

patient tracking list (PTL) and will inform the Elective Access Team Leader of

any capacity issues identifying patients that cannot be treated within the

Cancer and 18 week Referral to treatment (RTT) targets



All Consultants, clinicians and nurses are required to give a minimum 6

week notice period of any clinic alterations. Ensure that any requests

outside this period are highlighted to the Elective Access Team Leader.

Keep an accurate record of all Consultants, clinicians and nurses leave

requests and detailed accounts of reasons for clinic cancellations.

Ensure that any clinic changes are completed and approved via clinic

maintenance pro formas for any changes to clinic templates on the

EPR system.

This role requires a high level of concentration to be maintained,

precise, analytical, accurate detailed work and regular emotional effort

when initiating and responding to patients on the telephone and via

NetCall.

Our aim is to make Oxford University Hospitals a place where :

people are proud and excited to work



teams and individuals are trusted with responsibility and are accountable for what they do



the development and care of our people is recognised as being as important as the care of our patients



The People Strategy describes six key themes for action which we will focus on during the next three years to support and care for our staff, and to strengthen our capabilities as an organisation:



Strategic workforce planning - enabling us to stay ahead, and to make best use of our people and their skills



Compassionate, inclusive and effective leaders and managers at all levels - developing highly visible, capable, positive, confident and enthusiastic leaders who exemplify our values



Great place to work with good morale - making our staff feel proud to work here and feel valued, supported and recognised



Delivering great performance - refreshing our performance management structure so it sets clear, fair expectations



Building skills and capabilities - providing personal and professional development for all staff and creating a more diverse workforce



Our commitment is to continue to listen and evolve our People Strategy in response to our changing context and the pressures we experience.



Ensure accurate and comprehensive patient records and clinical details

including outpatient referrals are added onto EPR in a timely manner,

according to agreed standards, (the Trusts' Elective Access Policy and

Data Quality).

Book appointments on EPR as per Trust procedures in line with the

Trusts Elective Access Policy and ensure all referrals are clinically

triaged within 48 hours.

Ensure that patients on ERS (Electronic Referral System) are given

appointment dates in accordance with clinical priority and length of

wait, and that patients on the ASI list are managed accordingly.

Ensure that the appropriate action is taken following both patient and

hospital cancellations, such that the utilisation of elective capacity is

maximised.

Ensure that the patients' 18 week RTT pathway is correct on EPR

before undertaking any changes.

Proactively monitor all outpatient clinics and highlight any capacity

issues or potential Cancer or 18 week breaches, where possible

prevent these with the support of the Elective Access Team Leader

Be responsible for manging designated patient tracking lists (PTL) and

attend weekly PTL meetings with the management teams.

To ensure all clinician annual leave and changes in outpatient sessions

are accurately recorded on the electronic patient record (EPR) and that

the affected outpatient sessions are proactively maintained such that

maximum waiting times are met and capacity is fully utilised. As such

the post holder will liaise closely with clinicians, managers, nursing and

administrative staff.

Take a lead to resolve clinic cancellation issues by communicating with

colleagues and arranging cover or alternative clinics where required.

The post holder is expected to develop an understanding of the Trust

Elective Access Policy and related procedures, and to make a positive

contribution to the ongoing development of elective administration

processes.