Admissions Coordinator

Job overview

Moorefield's Eye Hospital is seeking new Admissions Coordinators to join our dynamic Admissions team. As an Admissions Coordinator, your primary responsibility will be to deliver a swift, efficient, and welcoming service to all our customers. This is an exciting opportunity to become a part of our team at the main Moorefield's site on city road.

Your role will involve providing effective admissions support for a designated service or group of consultants, serving as the main point of contact for patients and staff regarding any administrative matters related to admissions. Additionally, you will be stationed in our administrative office at City Road.

Main duties of the job

• Provide clear and comprehensive information to patients regarding their surgery arrangements, ensuring their surgical pathway is managed smoothly and efficiently, in accordance with Referral to Treatment (RTT) rules.
• Collaborate closely with responsible surgeons, lead nurses, pre-assessment, and theatres to optimize theatre list utilization.
• Manage effectively and safely any patients whose surgeries are cancelled, ensuring any cancelled theatre slots are promptly filled.
• Oversee the management of all waiting lists and admissions in alignment with the Trust’s access policy.

If you are proactive, detail-oriented, and passionate about providing excellent customer service in a healthcare setting, we encourage you to apply for this rewarding position. Join us in making a difference in the lives of our patients at Moorfields Eye Hospital.

Detailed job description and main responsibilities

Ensure that all surgery dates are arranged with choice and that all offer dates are reasonable (at least three weeks’ notice). Where it is not possible to contact a patient by telephone ensure that a robust partial booking process is followed.

Ensure that all patients are reminded of their surgery date by telephone at least 48 hours in advance in order to minimise DNAs.

Ensure that any patients who have their surgery cancelled for any reason are rebooked where appropriate, within the appropriate timeframes.

Inform the patient’s consultant of any cancellations either in advance of surgery or at pre-assessment.

Be responsible for ensuring that any cancelled theatre slots are filled with other patients. This may require close liaison with the surgeon and their team.

Maintain a list of patients available to come in at short notice.

Liaise daily with the the pre-assessment department to ensure that you are aware of any cancellations or DNAs and contact and rebook these patients as appropriate.

Liaise daily with the theatres department to ensure that you are aware of any cancellations on the day of surgery so that these can be rebooked appropriately.

Ensure that all admissions are arranged in line with the trust’s access policy.

Be responsible for ensuring that all patients are added to the waiting list within 24 hours of the decision to admit.

When the date has been agreed with the patient in clinic ensure that all information OpenEyes/PAS is accurate, and that the patient has had a pre-assessment appointment made and a post-op appointment made (where appropriate).

If no date has been agreed with the patient, make sure that a date is arranged within 5 days of the decision to admit.

Ensure that every patient has a pre-assessment appointment. Be responsible for booking pre-assessment appointments.

Liaise closely with the surgeons, their teams and the lead nurses to ensure that the theatre lists are booked appropriately. Regularly review future lists and ensure that unused slots are kept to a minimum.

Patients of the same clinical urgency should be booked in chronological order where possible.

Dates should always be offered within the patient’s 18-week breach date. Where this is not possible escalate appropriately.

Update notes about theatre lists on the Open Eyes scheduling software (eg closed lists / additional patients to go on).

Where a patient requires transport, or an interpreter ensure that arrangements are made for these to be booked.

Regularly review the waiting list for the designated service ensuring that all patients have a date and that that complies with RTT requirements.

If there are any patients without a date investigate these and offer a date as soon as possible.