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Outpatient Booking Officer

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Oxford University Hospitals NHS Foundation Trust

30d ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • Healthcare
  • Oxford

AI generated summary

  • You must ensure accurate patient records, book appointments, manage referrals and cancellations, track patient lists, and uphold elective access policies while supporting administrative processes.
  • You will manage patient records, book appointments on EPR, ensure timely triaging, handle cancellations, maintain tracking lists, and assist with clinic coverage and process improvements.

Requirements

  • 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.
  • Be responsible for managing 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.
  • 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.

Responsibilities

  • 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.
  • Be responsible for managing 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.
  • 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.

FAQs

What are the primary responsibilities of the Outpatient Booking Officer?

The primary responsibilities include managing patient tracking lists, booking and validating appointments on EPR, monitoring elective, RTT, and cancer pathways, ensuring accurate patient records, and supporting clinicians to optimize clinic capacity and enhance the patient experience.

What systems will I be using as an Outpatient Booking Officer?

You will primarily use the Electronic Patient Record (EPR) system and the Electronic Referral System (ERS).

Is there a specific timeframe for triaging referrals?

Yes, all referrals must be clinically triaged within 48 hours according to Trust procedures.

What actions are expected in case of patient or hospital cancellations?

The appropriate actions include maximizing the utilization of elective capacity by rebooking and managing the appointments effectively.

Will I be required to participate in meetings?

Yes, you will be responsible for managing designated patient tracking lists and attending weekly PTL meetings with the management teams.

What kind of policies should I be familiar with as an Outpatient Booking Officer?

You should develop a thorough understanding of the Trust Elective Access Policy and related procedures to contribute positively to elective administration processes.

What qualities are valued in candidates for this position?

Candidates should share the Trust's values of compassion, respect, learning, delivery, improvement, and excellence, which are essential for delivering compassionate excellence in healthcare.

Who can I contact for more information about the role?

You can contact Kay Phillips, the Outpatients Team Leader, at Kay.Phillips@ouh.nhs.uk for any further details or informal visits.

What is the importance of managing the patients’ 18-week RTT pathways?

It is crucial to ensure that the patients’ 18-week RTT pathway is correct on EPR before making changes, as it prevents delays and ensures timely patient care.

Are there opportunities for career development in this role?

Yes, there are opportunities to contribute to the ongoing development of elective administration processes, which can lead to career growth within the organization.

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Oxford University Hospitals NHS Foundation Trust

A world renowned centre of clinical excellence and one of the largest NHS teaching trusts in the UK. Care to join us?

Science & Healthcare
Industry
10,001+
Employees
2011
Founded Year

Mission & Purpose

OXFORD UNIVERSITY HOSPITALS NHS FOUNDATION TRUST (OUH) is a world renowned centre of clinical excellence and one of the largest NHS teaching trusts in the UK. The Trust is made up of four hospitals - the John Radcliffe Hospital (which includes the Children's Hospital, West Wing, Eye Hospital, Heart Centre and Women's Centre), the Churchill Hospital and the Nuffield Orthopaedic Centre, all located in Oxford, and the Horton General Hospital in Banbury, north Oxfordshire. The Trust provides a wide range of clinical services, specialist services (including cardiac, cancer, musculoskeletal and neurological rehabilitation) medical education, training and research.