Overview
Post Title: Waiting List Co-Ordinator, Surgical Directorate
Grade: IV Officer
Post Status: Permanent
Department: Surgical Directorate
Location: Beaumont Hospital, Dublin 9
Reports to: Directorate Support Supervisor
Salary: €35,256 to €54,370 LSI
Hours of work: Full time 35 Hours per week
Closing Date: 12 noon on 17/4/2025
Please note: The hospital reserves the right to close the competition early should a substantial number of applications be received.
Responsibilities
The waiting list co-ordinator key tasks include the following:
* Ensure patients who require surgery are placed on the wait list system on the Hospital PAS in accordance with national policy and ensure robust record keeping mechanism for wait list cards where appropriate.
* Understand the National Management Waiting List Policy & associated KPIs.
* Ensure patient suspensions are appropriate and managed on an ongoing basis.
* Ensure bookings are communicated in a timely manner to all stakeholders.
* Ensure patients are booked for pre-assessment where required.
* Ensure patients are booked for COVID swab where required.
* Ensure theatre lists are booked according to the guidelines provided by the Surgical Directorate management team.
* Assist in ensuring that the hospital admission/discharge policies are adhered to.
* Work closely with the Hospital Operations Management Team, clinical teams, bed managers, Directorate management team, St. Joseph's Hospital and the private and public secretaries to identify appropriate admissions based on bed availability.
* Support the Directorate as required in any outsourcing or insourcing initiatives as directed.
* Ensure patient record on PAS is updated throughout the pathway, including any suspension details and booking information.
* Communicate with patients regarding their decision to admit and provide appropriate admission instructions. Liaise between involved parties to resolve admission issues.
* Responsible for informing patients of admission, cancellation and ensuring follow-up with the clinical teams.
* Maintain accurate records relating to patient pathways and ensure accurate and complete data collection relating to all aspects of the patient journey.
* Manage patient DNA (did not attend) / CNA (could not attend) appropriately, adhering to national policy.
* Retrieve Medical Records as required for medical teams to review and send follow-up correspondence to patients if necessary.
* Act as the initial point of contact for patient complaints relating to their surgical procedure process.
* Ensure good communication with clinical staff to support a specialty wide understanding of the wait list management and promote trust in the process.
* Observe appropriate escalation practices of issues to line manager.
* Deal sensitively with telephone calls.
* Ensure timely follow-up of all queries to the office, by phone or email, from patients and families.
* Maintain an awareness that the quality of data regarding all activity within the Directorate is of the highest standard.
* Ensure that the procedures that are in place to manage the wait list are in line with GDPR and privacy policies.
General Duties
* Encourage good working relationships within the multidisciplinary staff of the Directorate and with other Hospital Departments.
* Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospital’s infection control policies and procedures.
* Provide cover when need arises as directed by Directorate Support Supervisor/Manager.
* Identify opportunities for improvement and initiate steps to accomplish same.
* Assist in identification of cost improvements, service developments and income generation opportunities within the Directorate.
* Act with discretion and integrity at all times in relation to sensitive data linked to the directorate or the hospital.
* Perform such duties as appropriate to the office as may from time to time be required.
Qualifications
Mandatory
In exercise of the powers conferred on me by Section 22 of the Health Act 2004, I hereby approve the qualifications, as set out hereunder, for the appointment and continuing as Assistant Staff Officer, Grade IV in the HSE.
1. Professional Qualifications, Experience, etc
(a) Eligible applicants will be those who on the closing date for the competition:
(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004.
Or
(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.
Or
(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction.
Or
(iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).
Note: Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.
Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. The Leaving Certification Applied Programme does not fulfil the eligibility criteria.
and
(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.
2. Age
Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs.
3. Health
Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.
4. Character
Candidates for and any person holding the office must be of good character.
Desirable
* Knowledge and experience of using an email system effectively e.g. Outlook.
* General knowledge of the health service and how it works.
* Good communication and interpersonal skills including the ability to present information in a clear and concise manner.
* Flexibility, problem solving and initiative skills including the ability to adapt to change.
* The ability to work both independently and as part of a team.
* Leadership potential and strong team skills.
* General awareness of national waiting list management protocols (NTPF Protocol).
* Excellent MS Office skills to include Excel, MS Outlook and Word.
* Experience in a healthcare setting.
* Excellent communication, planning and organisational skills including using computer technology.
* Commitment to providing a quality service and excellent customer service skills.
Informal Enquiries:
Name: Angela Burke
Title: Supervisor Surgical Directorate
Email address: angelaburke@beaumont.ie (Please note, applications sent to this address will not be accepted).
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