UHWM, Scheduled Care Lead

o**********PLEASE COMPLETE THE APPLICATION FORM FULLY, CV'S ARE NOT ACCEPTED***********

Principal Duties and Responsibilities

• To be responsible for the coordinated management and oversee the internal processes of UHW’s Inpatient / Day-case waiting lists.
• To ensure national protocols are implemented and adhered to in relation to management of Inpatient / Day-case waiting lists.
• To manage ongoing Inpatient /Day-Case and Out-patient validation of waiting lists as per national protocol in conjunction with the National Validation Unit.
• Liaise with Consultants and Consultant Secretaries in relation to patient scheduling and management of inpatient / day-case waiting lists. To also ensure that patients on the waiting list are managed appropriately in line with local and national protocol.
• Monitor Patient wait times for scheduling of elective surgery and advise on long waiters to be scheduled and the adherence of chronological scheduling.
• Monitor and ensure compliance with KPI’s under the remit of the Scheduled Care Department.
• To manage outsourcing and insourcing for patients listed on outpatient and inpatient/day-case waiting lists as per national initiatives.

o To represent UHW in liaising with external service providers for all out-sourcing work

o To appropriately flag any out-sourcing issues to the Operations Manager, NTPF or private providers

o Manage any patients referred to private providers under local or group initiatives.

o Ensure any patients requiring review following out-sourced treatment are flagged to the appropriate Clinician

o Ensure all documentation is filed in a timely manner

o Monitor and manage the NTPF PAM’s system for all outsourcing and insourcing initiatives

• Responsible for implementation of the National IDPP Waiting List Management Protocol and for training personnel within UHW.

o To provide Waiting List Management Protocol training for UHW staff as required

o To assist in updating IPMS Administrators with new procedure codes as required

o To provide any updated waiting lists or reports as required

• It is the responsibility of the Scheduled Care Lead to ensure that IPDC waiting list data is reflected accurately on IPMS and that the information is current, up to date and valid.
• Develop strong working relationship with staff working in the relevant Departments within the hospital and with the public, the National Treatment Purchase Fund (NTPF) and outside agencies in a confidential, courteous and professional manner.
• To participate on any relevant waiting list working groups as required by the Operations Manager / General Manager in relation to all aspects of Scheduled Care.
• Ensure efficient management and to be responsible for all financial arrangements for any waiting list initiatives both in-house and externally. To manage all invoices submitted and prepared to enable timely processing for payment.

o Ensure UHW’s finance department are kept informed of all initiatives agreed

o Ensure any proposals for requesting external patient treatment or extra in-house sessions is alerted to finance

o Ensure records are accurately maintained for audit purposes

o To be responsible for advising Management/Finance on any monies to be accrued at year end

o Ensure HIPE are informed of all NTPF in-house funded patients

• Prepare relevant reports on a scheduled weekly/monthly basis and ad hoc as required.
• Devise and implement Standard Operating Procedures as appropriate to support service delivery.
• Attend NTPF waiting list management training programmes and Waiting List Data Awareness days both at group and national level and any other meetings where the Scheduled Care Lead is required to attend.
• Responsible for audit sampling of waiting list information and to ensure that progress is made to address remedial actions. Provide feedback to the National Audit and Quality Assurance team and represent the Hospital at Scheduled Care Audits.
• Responsibility for receipt, analysis and internal distribution of weekly NTPF Inpatient waiting list reports.
• Issue Unique Authorisation Numbers (UAN’s) for any medical bed transfers to private providers under the Access to Care portal. Keep track of current usage within assigned bed allocation.
• To assist and liaise with General Manager/Operations Manager/Patient Services Office in relation to any PQ’s, Representations received regarding IPWL Scheduled Care.
• Ensure that the patient experience and quality of service provided by the Scheduled Care Office is of a high standard with a continuous emphasis on quality improvement.
• Oversee the implementation of new technology in relation to the waiting list function to help drive improvements of service delivery and efficiency.
• Demonstrate pro-active commitment to all communications with internal and external stakeholders.
• Supervise clerical staff within the department in keeping with National HR policies and procedures.
• Appropriately delegate responsibility and authority within the team.
• Coordinate, monitor and review the work of the administrative team within the department.
• Identify and agree training and development needs of the team.
• Promote and assist in the implementation of change and staff training.
• Solve problems and make decisions in a timely manner in line with local and national protocols.
• Any other duties that may be assigned by the Operations Manager / General Manager

The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.