Admissions Officer

King's College Hospital NHS Foundation Trust

The post holder will work within a large team supporting the Waiting List admitted patient and outpatient operations for the Planned Care Division in the Trust. He/ she will liaise with the multi-disciplinary team, internal departments, external agencies and other service users to ensure continuity in achieving excellence in patient care and to ensure that the performance targets for admitted patient and outpatient waiting lists, waiting times, operating list and clinic capacity and admissions / appointments are met and monitored. The post holder will be expected to rotate on a regular basis between telephony, administrative and reception duties and will work a variety of shift patterns in line with service needs.

Main duties of the job

• To be responsible through carrying out administrative duties in the Waiting List Office and designated reception areas, for ensuring the day-to-day co-ordination of all admitted patient and outpatient attendances, ensuring a high quality, efficient and patient centred service.
• To fully involve the multidisciplinary teams in the planning of admissions and outpatient appointments, ensuring that the patient is provided with appropriate information regarding their admission / attendance.
• Maintain thorough and accurate records of all correspondence with patients throughout their admission and outpatient process.
• To ensure that admitted patients are booked into the appropriate pre-assessment appointment service and liaise with the clinical staff as required, ensuring the clinic to run smoothly and effectively.

About us

King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of £1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.

Job responsibilities

Main Duties and Responsibilities

• To be responsible through carrying out administrative duties in the Waiting List Office to ensuring the day-to-day co-ordination of all admitted patient and outpatient attendances, ensuring a high quality, efficient and patient centred service.
• To fully involve the multidisciplinary teams in the planning of admissions and outpatient appointments, ensuring that the patient is provided with appropriate information regarding their admission / attendance.
• Maintain thorough and accurate records of all correspondence with patients throughout their admission.
• To ensure that admitted patients are booked into the appropriate pre-assessment appointment service and liaise with the clinical staff as required, ensuring the clinic to run smoothly and effectively.
• Responsible for ensuring that admitted patient and outpatient waiting times across the specialities are constantly monitored in line with performance targets.
• Responsible for recognising potential future breaches to waiting times targets ensuring these are brought to the appropriate management contact within the Waiting List team.
• Responsible for advising the Team Leader and Assistant Service Manager of capacity issues that might negatively impact on patient admission.
• Responsible for ensuring that all referrals and outpatient appointment requests are processed in line with departmental procedures, including cancer referrals.
• To ensure that all patient demographics are checked and updated to meet recognised data quality standards.
• Responsible for the amendment, cancellation and rescheduling of all relevant admission and appointment types as directed.
• To deal effectively with GDP/GP/Consultant queries regarding patient admissions, appointments and details for all operating lists.
• To identify the needs of patients in conjunction with their admission / outpatient episode, i.e. language barriers, anxiety, carer / dependant issues.
• To adhere to Trust and National RTT waiting list targets and Trust Patient Access policy.
• To actively participate in all initiatives to maximise patient attendance.
• To maintain cancellation/short notice system for patients to maximise utilisation of capacity as per Division policy.
• To escalate in a timely and accurate fashion any utilisation and/or waiting list pressures to the Team Leader and Assistant Service Manager.
• To work with and assist the Team Leader and Assistant Service Manager in developing good working practices and procedures across the department to meet Trust and National initiatives (i.e. Booked Admissions).

Person Specification Education & Qualifications

• Able to demonstrate experience of working with patients and members of the multi disciplinary team.
• Experience as working as a team player.
• Experience of busy admission / outpatients office setting.
• Ability to use EPIC.
• NVQ3 or equivalent.

Knowledge, Skills and Competencies

• Excellent written and verbal communication skills combined with an effective and courteous telephone manner.
• Ability to contribute to team working and to develop good working relationships.
• Ability to prioritise; to be organised and flexible. Able to effectively accommodate ad hoc demands to existing workload.
• Ability to concentrate even with frequent interruptions and unpredictable working pattern.
• Effective in managing own time.
• Excellent problem solving skills.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.