Bank Early Years Practitioner

Job overview

The post holder will work within a team supporting the Outpatient Appointment Booking operations within the Trust. They will liaise directly with Patients, Referral Centre Teams, Managers, GP’s and other Multidisciplinary teams to ensure that the performance targets for outpatients (waiting lists, waiting times, clinic capacity and appointments) are met and monitored. The post holder will be expected to rotate on a regular basis between telephony and administrative duties.

Main duties of the job

They will need to be proficient in the use of all hospital systems and be prepared, to be trained in all future technology (current projects for implementation).

The post holder will be responsible for ensuring patients receive an appointment in a timely manner with the correct clinic letter and instructions for their outpatient appointment, ensuring that their pathways are updated in accordance and with national RTT rules.

Working for our organisation

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.

Detailed job description and main responsibilities

Main Duties and Responsibilities

Communication and Representation

• Act as the first point of contact for patients, responding to queries regarding appointments, cancellations, and rebooking’s.
• Communicate clearly and professionally with GPs, consultants, and other departments regarding referrals and booking queries.
• Ensure all relevant appointment information is given to patients and internal stakeholders promptly and accurately.
• Arrange interpreter support for patients when required, using the appropriate Trust system.

Strategy and Planning

• Raise concerns about appointment capacity or service delays to the Team Supervisor and/or Delivery Manager in a timely manner.
• Highlight potential RTT breaches or delays in the booking pathway to the appropriate manager.

Reporting and Analysis

• Monitor outpatient waiting times and booking statuses across specialities and alert the team to any issues requiring escalation.
• Contribute to team awareness of trends or changes affecting access to appointments or service delivery.

Information Systems and Data Management

• Accurately book appointments using EPIC and the NHS e-Referral System (ERS), following RTT national guidelines.
• Maintain up-to-date and accurate patient records in line with data protection and confidentiality standards.
• Scan and process external referrals into the system as required.
• Use internal systems to support data completeness, including accurate
  NHS number entry.

Operational Performance

• Manage direct booking processes by liaising with patients and/or GPs to confirm suitable appointment dates.
• Process all appointment types (new and follow-up), including amendments and cancellations, in line with Trust policies and procedures.
• Coordinate the booking of diagnostics where required and link outpatient appointments appropriately to ensure results are available in clinic.

Research and Service Development

• Support service improvement initiatives by participating in new processes and providing feedback on system changes where applicable.
• Contribute to the implementation of any new outpatient IT systems under the guidance of the management team.

People Management / Performance

• Work collaboratively with team members to meet individual and group targets.
• Provide cover and support during periods of staff absence or increased demand to maintain service continuity.
• Demonstrate a flexible approach to workload and team responsibilities as required.

Policy and Process

• Adhere to all local and national policies relating to referrals, bookings, data protection, and confidentiality.
• Follow standard operating procedures when processing referrals and managing patient information.

Person specification

Competent use of IT Systems

Essential criteria

• Competent use of IT Systems – Excel, Word & database input

Desirable criteria

• Experience in use of an appointment/patient administration system such as EPIC/ERS

Clear & effective communication skills

Essential criteria

• Administrative experience

Desirable criteria

• Experience of working in a customer focused environment

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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