Medical Equipment Contract Coordinator

Job overview

The Admissions Officer will work as part of an administrative team to support the multidisciplinary clinical and administrative teams in delivering a high quality administration service, a positive patient experience and the highest levels of customer service.

The post holder is responsible for the proactive and autonomous management of patient pathways, ensuring all patients are managed in line with the Trust’s Access Policy, RTT (18-week) and 2WW cancer pathways. This includes prioritising and scheduling patients based on clinical urgency, waiting time targets and service capacity.

The role requires independent judgement to manage waiting lists, identify and mitigate potential RTT breaches, and ensure all onward pathway actions are completed, including accurate pathway linking and data quality. The post holder contributes to the effective utilisation of clinic and theatre capacity through coordination of consultant patient lists.

Main duties of the job

• To independently manage and prioritise patient booking and waiting list activity, ensuring optimal use of clinic and theatre capacity while balancing clinical urgency, RTT targets and service demands.
• To coordinate and manage consultant-specific patient lists, liaising directly with consultants and clinical teams to ensure appropriate prioritisation and scheduling of patients.
• To schedule patients and manage workqueues in line with standard operating procedures, while applying judgement to adjust priorities based on patient need and pathway requirements.
• To monitor and review patient pathways using Patient Tracking Lists, identifying next steps and taking appropriate action to progress patients in line with clinical need and access targets.
• To identify potential and actual RTT breaches and take appropriate action, including escalation where required.
• To interpret and apply Trust Access Policy and national RTT guidelines to ensure pathways are managed correctly.
• To identify pathway issues and suggest improvements to patient flow and pathway tracking processes.

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

• To carry out administrative duties in ophthalmology, ensuring the day-to-day co-ordination of all ophthalmology admitted patients, delivering a high quality, efficient and patient centred service.
• To maintain thorough and accurate records of all correspondence with patients throughout their admission and pathway
• To ensure all patient demographics are checked and updated to meet recognised data quality standards.
• To manage waiting list activity and admission data using Trust IT systems (e.g. EPIC) and Patient Tracking Lists, taking action to resolve data quality issues.
• To maintain thorough and accurate records of all correspondence with patients throughout their admission and pathway.
• To ensure all patient demographics are checked and updated to meet recognised data quality standards.
• To manage waiting list activity and admission data using Trust IT systems (e.g. EPIC) and Patient Tracking Lists, taking action to resolve data quality issues.

Person specification

Educations and Qaulifications

Essential criteria

• GCSE Grades A–C or equivalent in Maths and English

Knowledge and Experience

Essential criteria

• Proven working knowledge of administrative practices
• Experience of managing patient pathways and waiting lists
• Understanding of RTT pathways and NHS Access Policy
• Experience in a healthcare administrative setting

Desirable criteria

• Knowledge of Ophthalmology services
• Experience using EPIC, Patient Tracking Lists and workqueues

Skills and Competencies

Essential criteria

• Good IT skills including Microsoft Office and email systems
• Excellent written and verbal communication skills
• Ability to work under pressure and use judgement in decision-making
• Ability to prioritise workload and manage competing demands
• Ability to work independently and use own initiative
• Ability to work effectively within a team environment
• Ability to deal with sensitive information with tact and diplomacy
• Ability to maintain concentration in a busy environment with interruptions

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.

AI tools like chatbots and virtual assistants can support you as you complete your application. For example, they can check for spelling or grammar errors, or help you to decide what to include. They shouldn’t however replace your own responses or be used to write the application for you.

Relying too much on AI can negatively impact your chances of success because automatically generated answers:

• might not be specific or relevant enough to address the criteria in the recruitment profile
• often seem generic and not personalised enough – an AI response won’t show your unique voice and perspective
• could misrepresent information about you, such as your qualifications, skills and experience 

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct.

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King's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts.