Assistant Patient Pathway Coordinator

Job overview

An exciting opportunity has arisen to join the Gynaecology Team in the Women's Centre as a Assistant Patient Pathway Coordinator.

This is a linked grade post, with the successful applicant being supported through a clear competency framework to progress from a Band 2 to a Band 3.

The successful candidate will need to be organised, flexible and work well in a team.  They will also have exceptional customer service skills, and a desire to learning new things, so they are able to increase the scope of work they do and progress up the pay scale.

Main duties of the job

The post holder will be expected to provide cross cover across the Gynaecology Administrative team as directed by the Team leader on a day-to-day basis according to service need.

Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience.  Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.

The post holder is required to assist in the provision of a professional, comprehensive, and efficient administrative service, which is effectively delivered to all patients and members of the department.  This will be through supporting the clinical and administrative teams in the delivery of a comprehensive administrative service.  This will involve waiting list management and validation of pathways for a speciality, in accordance with the Elective Access Policy, Cancer waiting time targets, communicating appointment and admission related information to patients and carers and/or typing correspondence as appropriate.

Detailed job description and main responsibilities

Main Tasks and Responsibilities Administration • Work alongside the Patient Pathway Coordinators to support the administrative function within the Service. • Provide primary administrative support to the specialist nurse, and junior doctor teams, including booking follow up appointments, correspondence support and other administrative duties as required. • Provide a supporting role to the Patient Pathway Coordinator to help ensure the efficient administration of the service. To deputise for the Patient Pathway Coordinator in their absence due to annual leave or sickness absence. • Ensure appropriate follow up appointments are booked. • Use of the digital transcription system to produce clinical correspondence to inform referrers, patients, and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of 7 days from the point of clinical delivery / decision. Learning, Respect, Delivery, Excellence, Compassion, Improvement • Open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for taking action on urgent items in the absence of the clinician / Patient Pathway Coordinator. • Respond to telephone queries coming into the department, taking clear messages to pass to relevant staff to ensure requests are actioned promptly. • Using Scan IT ensure that electronic health records filing is maintained at an extremely high standard, with timely scanning of paper records on to EPR as required. • Ensure accurate filing of paper notes and records is maintained as required. • Follow the tracking procedure for the movement of all patient notes (Case Note Tracking). • On an as and when required basis, update patient details on EPR to include ensuring patients that require discharge are processed accordingly and Patients Missing Follow Up List is updated. • Act as the first point of contact for patients coming into the department. • Provide a full reception service, including checking patients in and out of appointments, printing wrist band and checking PPID. Answering patient and staff queries and direct within the department as may be required. • Admit and discharge patients to the ward, as required. • Act upon queries from referrers, patients, and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology. • As required by the Ward, ensure that notes and paperwork are available for elective and emergency admissions. Liaise with the ward nursing staff to support as may be required on a day to day basis. • Book interpreters for patients prior to appointments and admissions as and when required. • Book transport for patients who require it, in line with local processes and CCG guidelines.

General • Demonstrate high levels of customer care and be an ambassador for customer care within the Trust. Learning, Respect, Delivery, Excellence, Compassion, Improvement • Provide a robust administration function that underpins the delivery of a high-quality service and maintain effective working relationships with clinical, nursing, and administrative staff. • Answer all telephone calls in a timely manner and action as appropriate. • Maintain patient confidentiality at all times. • Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 08:00 to 17:00. • On an as and when required basis, take responsibility for actioning notes requests received by email from other departments within the Trust. • On an as and when required basis, use the Trust IT systems (EPR) to; register patients, make up a set of patient notes, make outpatient appointments, produce end of treatment letters, ensure that details are correct, check in / check of outpatient appointments as instructed. • Any other duties at the request of the Team Leader, Patient Pathway Manager, Service Manager, which may be needed to fulfil the objectives of the post, which are appropriate to the grade.