Assistant Patient Pathway Co-ordinator (Radiology)

Job overview

Patient Pathway Coordinator Assistant (Radiology)

To assist the Service Manager, Patient Pathway Manager  and Patient Pathway Co-ordinators by carrying out delegated responsibilities for a range of operational activities, working autonomously using initiative and their specialist knowledge and experience of the service to make decisions.

To attend meetings, forums, working groups with the Service Manager (Administrator) or Patient Pathway Co-ordinator as appropriate to the role.

To ensure high levels of patient and clinician satisfaction by being an accessible, customer focused and knowledgeable point of contact.

To provide effective guidance and support to the team of Appointments and Reception teams.

To specialise in specific modality appointment bookings but have an overview and knowledge of all booking processes.

To ensure full compliance with scheduling guidelines, protocols and clinical targets whilst identifying and resolving breach situations and the consequences of changes to timetables and potential impact on capacity.

To support the co-ordinated and comprehensive administrative service for patients requiring admission; in accordance with Radiology Protocol and processes.

To be a super user for the Radiology Information System (RIS) and Electronic Patient Record (EPR).

Main duties of the job

• To work with the Clinical Leads and Patient Pathway Teams to ensure scheduling capacity is sufficient for expected demand.
• To recognise when patients are on cancer pathways and liaise with Cancer Services MDT Co-ordinators to ensure patients are scheduled appropriately and sensitively.
• To be a Super User for the Radiology Information System (RIS) and is proficient in other hospital systems such as the Electronic Patient Record (EPR), ICE, Choose and Book, EPROA, , Interpreting Services and Transport Service; to also include general PC software packages e.g. Microsoft Word, Excel, Outlook and Access

Detailed job description and main responsibilities

Pathway Management

• To work with the Clinical Leads and Patient Pathway Teams to ensure scheduling capacity is sufficient for expected demand.
• To recognise when patients are on cancer pathways and liaise with Cancer Services MDT Co-ordinators to ensure patients are scheduled appropriately and sensitively.
• To provide support in data validation for DM01 submission to Care Commissioning Groups in conjunction with the Service Manager (Administrative) and Patient Pathway Co-ordinator.
• To ensure scheduled lists and recovery bay bookings are managed appropriately in conjunction with Consultant Radiologists, Lead Radiographers, and Radiology Sister whilst undertaking appropriate pathway administrative functions for coding and income purposes.
• To schedule appointments and provide a co-ordinated and comprehensive administrative service for patients requiring admission to day bed units whilst undertaking appropriate pathway administrative functions for coding and income purposes.
• To schedule appointments and provide a co-ordinated and comprehensive administrative service for patients requiring admission for biopsies, drainages, examinations under General Anaesthetic and some interventional procedures in accordance with scheduling guidelines whilst ensuring full compliance with clinical targets, in conjunction with Consultant Radiologists, Lead Radiographers and Radiology Sister.
• To act as point of contact for all queries regarding appointments for patients requiring recovery bay access for their procedure (e.g. biopsies/ angiographic procedures etc).
• To request, obtain and track clinical notes using the Electronic Patient Record System for appropriate cases.
• To communicate any difficulties or problems affecting the department or the delivery of the service promptly to the Service Manager (Administrative), Radiology Superintendents or Patient Pathway Co-ordinators depending on the nature of the problem.

Leadership Responsibilities

• To be a Super User for the Radiology Information System (RIS) and is proficient in other hospital systems such as the Electronic Patient Record (EPR), ICE, Choose and Book, Bluespier, EPROA, , Interpreting Services and Transport Service; to also include general PC software packages e.g. Microsoft Word, Excel, Outlook and Access

• To provide advice and support to the Patient Pathway Support Team for enquiries or complaints and deals with difficult or distressed telephone calls from patients or their carers.
• To supervise and train less experienced staff in the administrative functions of the department as required.
• To support and trains less experienced staff on the Radiology Information System and Electronic Patient Records System.
• To exercise independent judgement and initiative when problems arise; takes appropriate action to resolve problems, referring to the Pathway / Clinical leads as appropriate.
• To partake in departmental meetings and contribute to effective communication within the department.
• To deal with patients in some difficult situations e.g. when appointments have to be cancelled at short notice, sometimes on the day of the procedure.
• To ensure working practices are in accordance with relevant policies, standards and regulations.
• To maintain patient confidentiality, adhering to the Trust Data Protection Policy.
• To ensure key staff members are aware of any system or procedure change, which might improve patient care, accuracy or efficiency of office procedures; assists in the implementation of any changes.

Self-Development & Communication

• To participate in the Trust Appraisal Programme and works towards identified development needs and self development. To include participation in mandatory training and annual updates.
• To be responsible for maintaining personal development to ensure own skills and competencies meet the requirements of the role.
• To demonstrate sound understanding of IR (ME) R 2000 and radiation protection issues as appropriate to job role.
• To communicate effectively with all staff groups, both internal and external to the department demonstrating excellent interpersonal and team working skills.
• To provide and receive sensitive information from patients and their representatives where empathic skills are required.
• To maintain a clean and safe working environment through good housekeeping practices.
• Any other duties that may be required from time to time in line with the job holder’s grade, experience and job title