Assistant Patient Pathway Coordinator (CAT 6 Obs and Gynae)

Job overview

Assistant Patient Pathway Coordinator for the CAT 6 Obstetrics and Gynaecology admin team.

Full time hours:  5 days 08:00-16:00  or  09:00 - 17:00.

The job description should be regarded as a guide to the planned duties and responsibilities of the post. The description is not exhaustive and will be subject to periodic review in association with the post holder.

Main duties of the job

The post holder will be the point of contact for all administrative issues relating to patients’ pathway of care. The post holder will work as part of a multi-disciplinary team and will provide support in the proactive management of the patient pathway from referral to discharge, ensuring the entire pathway is managed smoothly. The post holder will ensure high levels of patient and clinician satisfaction by being an accessible, customer focused and a knowledgeable point of contact.  To provide a consistent approach across the Trust, Standard Operating Procedures (SOPs) will describe how the functions of the role will be carried out, along with the timescales to which are to be adhered.

The job holder will display the agreed behaviours of the Directorate and the Trust as encapsulated by the performance management and personal development documentation, and in particular, the Trust expects all staff to comply with all relevant policies and codes of conduct and to display the values of the Trust. The key purpose of this role is to deliver a 'world class' service to the Trust and the job holder will be expected to deliver this level of service through personal conduct, personal responsibility and the following key characteristics.

Detailed job description and main responsibilities

1. Process and log all referrals, including paper and Choose and Book, in line with Trust Access & Administration Process Policy and specialty Standard Operating Procedures (SOPs) 2. Schedule new and follow up appointments, ensuring that capacity is proactively and efficiently used. This includes booking patients into the right clinic to ensure that they are seen by the most appropriate clinician first time and for subsequent follow ups 3. Ensure that any diagnostics and investigations that are required as part of the patient pathway have been requested and that the results are available for consultations. This will include those that are carried out at other Trusts 4. Co-ordinate appointments and procedures at other hospitals and organisations, where the pathway requires input from these 5. Complete clinic cancellation forms and process according to SOP 6. Reschedule outpatient clinics as requested – to be done in line with waiting time targets 7. Use the Trust’s medical transcription system and ensure that letters are processed in accordance with SOPs 8. Liaise with patient records staff, clinical colleagues, other admin teams and other organisations to ensure all medical notes, referral letters, results and discharge summaries are available for outpatient appointments and consultations 9. Recognise when patients are on cancer pathways and, liaise with Cancer Services MDT co-ordinators to ensure patients are handed over appropriately Pathway Tracking 10. To understand 18 weeks referral to treatment (RTT) rules and use them to manage all outpatient and elective patient journeys 11. Assist in the validation of the RTT Patient Tracking List (PTL). Investigate and take the appropriate action where pathways are incomplete to ensure that patients are receiving timely treatment and Trust Information is robust 12. Support the identification and escalation of any issues to the PPC which compromises delivery of the 18-Week RTT pathway, e.g. lack of capacity either in outpatients or theatres 13. Ensure inter-provider transfers are timely and that the appropriate paperwork has been completed and sent or received 14. Liaise with internal and external colleagues to share patient pathway and diagnostic information 15. Manage and monitor outpatient and theatre scheduling making best use of capacity 16. Ensure Trust systems are updated with patient pathway status information and that data quality is maintained 17. Proactively support the management of the patient pathway to avoid breaches and take steps to resolve any issues, or escalate where necessary Inpatient Pathway (Speciality Specific) 18. Ensure that Trust agreed standard of service is delivered to patients requiring elective admission to speciality 19. Ensure details of patients to be admitted are entered onto EPR, recording accurate information 20. Contact patients offering them a choice of admission dates and agree with them the date of admission 21. Book pre-operative assessment appointments with the agreed timescales 22. Act on outcome of pre-operative assessments in timely manner 23. Ensure that appropriate tests and investigations are arranged and completed, with results available before surgery 24. Liaise with theatres to ensure that specialist equipment is available where needed and that theatre slots are utilised appropriately 25. Ensure ward, surgery areas and clinical teams are aware of patients who have been booked in for surgery and any special requirements for the admission 26. In line with departmental protocols, communicate basic clinical information to patients relating to their procedures and treatments, ensuring appropriate distribution of patient information General Administrative 27. Use Trust IT systems and speciality databases to ensure relevant and accurate information is recorded 28. Support the investigation of any patient DNAs, communicating the results to the consultants and Patient Pathway Coordinator as appropriate 29. Cancellations – communicate details to the clinician ensuring all information is available 30. Ensure healthcare records are tracked to the correct location 31. Handle post according to SOP 32. Manage consultant diaries in accordance with SOP 33. Undertake general typing duties e.g. references and medical reports 34. Provide cross cover within speciality/admin team 35. To carry out duties consistent with the post as required by the Patient Pathway Manager/ Coordinator 36. Demonstrate high levels of customer care and be an ambassador for customer care within the Trust 37. To be the friendly, sensitive and accessible focus for patient and carer communication, ensuring that all patients have the opportunity to agree their appointment and admission dates 38. Be part of the communication hub for clinical team, other PPCs, GPs, patients and their relatives, as well as internal and external organisations 39. Promptly answer telephone enquiries, taking and relaying messages in polite, and helpful manner, taking action as appropriate 40. Ensure interpreting equipment is available when required for patient consultations. 41. Inform transport department of patients who require transport following Trust protocols 42. Send written confirmation of appointments and admissions to all patients 43. Support the team in producing timely written and verbal communications with patients, clinicians, nursing staff and management 44. Ensure that all information distributed to patients is accurate and up-to-date 45. Attend clinics where appropriate to co-ordinate the patient pathway Health Records – Security & Management 46. Ensure that Health Records movements are tracked at all times, and that annotations are made on EPR where applicable, to enable full traceability and availability 47. All Health Records are stored and processed in accordance with Trust guidelines and meets Information Governance standards 48. Request Health Records as required by members of the team via EPR 49. For non-clinical requirements, retrieve Health Records from the Trust (Other than the Health Records Library, and satellite offices where the Health Records Department will manage this process for you) 50. Ensure that all “medical/clinical notes” and correspondence are completed accordingly, merged and filed on Health Records before being forwarded to the next area, or being returned to the Health Records Library 51. Provide full support to other members of staff in locating Health Records Education and Training/Self-Development 52. Identify own training and development needs and undertake appropriate training/education as required 53. Participate in an annual individual performance review process where objectives will be agreed, performance monitored and personal development needs discussed 54. To attend all statutory and mandatory training as and when required to do so 55. Act responsibly in respect of colleague’s health, safety and welfare following safe work practices and complying with the Trust’s Health and Safety Policies