Assistant Patient Pathway Administrator

Job overview

We are seeking an organised, self-motivated and approachable individual, who enjoys working in a challenging and busy environment, to join our friendly team in Respiratory as admin and clerical staff for a busy outpatient department.

The successful candidate will play a vital role in supporting the administration function of the service, supporting clinicians to deliver high quality patient care.

You will be responsible for managing all elements of the patient pathway in line with the Trust’s Elective Access Policy. You will become familiar with different outpatient pathways and referral to treatment (RTT) status codes. You will work within the wider administrative team to proactively contribute to the ongoing development and improvement of the service.

We are looking for somebody with good interpersonal skills in oral and written communication, who is able to communicate in a professional manner across a range of services and professionals. Applicants should have a flexible approach to work, be able to work as part of the wider administrative team. You will be required to work independently and need to use your own initiative and should be confident using a computer.

You will develop interchangeable skills in a busy and friendly department with lots of exciting career development opportunities.

Main duties of the job

• To participate in the Trust and the Department’s protocols for appointments booked under the Directly Bookable system and to ensure that all referrals are available for clinic
• On a daily basis log onto the Choose and book national system and print off all the outstanding referrals, ensuring that all attached documents are searched for and uploaded to patients records.
• Distribute all referrals to the appropriate consultant or team member to triage. Ensuring that all referrals are received back within 24hrs.
• Update EPR and the E-Referral system as required when referrals are received back ensuring that patients are updated with the appropriate appointment details.
• Ensure that the E-Referral breach list is maintained on a daily basis and patients are contacted within 48hrs with an appointment date and time.
• Liaise closely with colleagues in all areas of the PAB (Patient Appointment Bureau), Clinical and administrative teams to ensure that all referrals are returned and actioned in a timely manner.

Detailed job description and main responsibilities

• In accordance to trust targets ensure that all referrals received into the department are logged on to the Electronic Patient Record system (EPR) ensuring an accurate data set is enhanced and maintained.
• Review the PTL and breach list every week to ensure that all patients are booked within the trust target. Inform where necessary any patient that fails to achieve these targets eg through repeated cancellations or shortage of capacity. Liaise with consultants and clinical lead, Team Leader and clinical unit manager to resolve access issues and additional capacity.
• Make new and follow-up patient appointments on EPR following established procedures ensuring that patients receive the date, time and any other relevant information about their appointment
• To provide comprehensive appointments service for all traditionally booked clinics, ensuring that capacity is fully utilised, highlighting any problems to the Team Leader.
• To assist in facilitating cover for colleagues on annual leave and absence to ensure a continued level of service across the services

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.