Assistant Patient Pathway Administrator

Job overview

The Assistant Patient Pathway Administrator provides administrative support to ensure patient pathways are managed accurately and efficiently. The role involves booking appointments, maintaining waiting lists, updating patient records, and responding to patient and clinician enquiries using Trust IT systems. Working under supervision, the postholder supports compliance with national access standards and contributes to the smooth delivery of outpatient, diagnostic and treatment services.

Main duties of the job

Support the administration and tracking of patient pathways to ensure timely progression in line with national access standards (including RTT and cancer where applicable).Book, reschedule and cancel outpatient, diagnostic and treatment appointments using Trust patient administration systems. Maintain accurate and up‑to‑date patient records, including outcomes, clinic decisions and correspondence. Manage waiting lists and support validation activities to ensure data quality and performance compliance. Act as a point of contact for patients, clinicians and internal teams, responding to queries in a professional and patient‑focused manner. Process referrals, clinic outcome forms and related documentation in accordance with local procedures. Escalate pathway delays, breaches or data issues to senior administrators or team leads as appropriate. Adhere to Trust policies on confidentiality, data protection and information governance. Support colleagues and contribute to the smooth running of the administrative service.

Detailed job description and main responsibilities

OXFORD UNIVERSITY HOSPITALS NHS TRUST

MAIN PURPOSE OF POST:

To assist in the provision of a professional, comprehensive and efficient secretarial service which is effectively delivered to all patients and members of the Department.

RESPONSIBILITIES:

• Use of the digital transcription service as part of the letter generation process to type letters from the outpatient clinic attendance, Pre-Operative Assessment Clinic attendances, and Ward discharges as required.
• Receiving and taking relevant action on telephone calls from patients, General Practitioners etc. Providing reassurance and support to patients and families by telephone and making judgements about finding appropriate solutions to problems, which requires the ability to be able to understand and explain basic medical procedures.
• Arranging investigations, ensuring that these have been performed, results received and seen by relevant clinician and filing/redirection of all investigation results as appropriate.
• Preparing notes for clinics, including front sheets and referral letters and delivering the trolley to the Outpatient Department as necessary.
• To maintain case note tracking on the Patient Administration System (EPR).
• Updating patient details and viewing events using Patient Administration System (EPR). Registering patients and making up new case notes as necessary.
• Ensure that case notes/X-rays/results are available for clinics and wards as appropriate. Ensure prompt location of case notes/X-rays/results to enable the surgeons to respond to correspondence/telephone calls received.
• Ensuring that clinic letters are sent out promptly to General Practitioners.
• To liaise with other departments as required.
• Filing of all correspondence and results in hospital notes whether in the office or elsewhere, including Medical Records at the John Radcliffe Hospital.
• To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.
• Any other duties as directed by the Administration Manager / Medical Secretary.

This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of the changing circumstances following consultation with the post holder. The job description does not form part of the contract of employment.

The management of risk is the responsibility of everyone and will be achieved within a progressive, honest and open environment.

Staff will be provided with the necessary education, training and support to enable them to meet this responsibility.

Staff should be familiar with the

• Major Incident Policy
• Fire Policy

and should make themselves familiar with the ‘local response’ plan and their role within that response.

The post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Trust Policies and Procedures. This will be supported by the provision of training and specialist advice where required.

PERSON SPECIFICATION

JOB TITLE: Assistant Medical Secretary

GRADE: Band 3

DEPARTMENT: General Surgery

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.