Elective Care Hub Team Manager, Band 5

Job overview

- Ensure efficient and effective management of the ECH Team. Providing leadership and day-to-day support.

- Undertake the full duties of an elective care team officers. The primary role of the officer is to ensure that the information held on our electronic system, at patient level, is accurately validated before being reported and used for patient communication.

- Develop and lead local induction/on-going training programme for teams in conjunction with PAS/IMT.

- Support the delivery of Trust and National Targets eg 18 Week Referral to Treatment target.

- Responsible for leading modernisation initiatives with teams to achieve continuous improvement in service provision.

- They will provide support for specific services to develop and monitor key performance indicators. They will be responsible for the interpretation of complex performance information and its application to clinical services. They will ensure that relevant and timely performance reports are designed, developed and produced for services and their customers.

Additional working pattern details: 37.5 per week as per job description, some evenings and Saturdays inclusive

The proposed interview date is: 25th September

Main duties of the job

Admin/Management

- Responsible for the line management and day-to-day supervision of the team

- Manage and monitor the non-pay budget ensuring appropriate levels of stationery & equipment is maintained.

- Investigate complaints relating to the team

- Assist the Head of Elective Access in the development and implementation of local policies and procedures to improve the effectiveness of the department. This can include monitoring and evaluating new processes.

- Assist the Head of Elective Access with the monitoring and updating of data quality reports as relevant to the area.

- Take lead role for Health and Safety of the team.

- Responsible for planning and implementing induction programme for recently appointed team members

- Develop local rolling training programme for new and existing staff, in conjunction with PAS Training and Information Departments.

- Ensure staff complete the agreed Trust mandatory training.

- Be proactive in own Personal Development to ensure ability to support own staff

- Maintain the personal files of the team members

- Monitor performance, sickness absence and annual leave and take appropriate action when necessary.

- Complete F200’s for authorisation

- Conduct annual appraisals/performance reviews, incorporating KSF and identify training requirements.

Detailed job description and main responsibilities

Key Responsibilities

Professional Development, Education and Training

- Be proactive in own Personal Development to ensure ability to support own staff.

Procurement and Commissioning

- Commission all stationery and office equipment for the span of control.

- Monitor the delivery of goods procured and distribute as appropriate

- Maintain accurate records of the commissioning, procurement and delivery of goods and authorise payment in a timely manner.

- Resolve issues of quality or delivery with the suppliers.

- Negotiate with suppliers to ensure best deal.

Planning and Organisation

Operational

- Source, collect and validate accurate RTT (Referral to Treatment) data in accordance with agreed practices and standards

- Ensure, through accurate data validating, the RTT (Referral to Treatment) data reported to the Department of Health is accurate

- Use patient notes, existing databases, and Trust systems to formulate, validate and confirm patient pathways

- Create databases to collect and monitor complex data, maintain and update databases

- Record accurately the validation of patient data

- Monitor and ensure accuracy of data relating to inter-hospital transfers and respond to external queries relating to those data.

- Input the collected data into Trust systems in a timely and accurate manner

- Liaise with clinicians, nursing staff and other staff as appropriate to achieve collection of accurate data and missing notes

- Educate medical, clinical and administrative staff within the Trust on the complex principles of clock start and stop validation and the use of RTT codes

- Identify any pathway trends or specific trends within specialties and highlight areas of concern

- Undertake and participate in local audits, surveys and any relevant pathway research to fulfil the requirements of the RTT Target

- Plan and organise multi-disciplinary meetings

- Advise and demonstrate own activity and work role to less experienced, or new employees in the team

- Review of all RTT documentation as directed by line manager

- Pilot the use of pathway ID functionality on PAS

- Collect additional data on an ad-hoc basis

- Work within organisational policies and procedures, comment on proposals and implement policy

- Plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and ensuring anticipated difficulties in meeting deadlines are promptly reported

- Ensure that data is recorded and saved in the appropriate Trust locations

- Develop and maintain effective working relationships with other staff in the departments and the Trust ensure that a professional and seamless service is provided. This will require liaison with Heads of Department, Clinical Directors, Consultants, Managers and Administrative staff

- Ensure confidentiality and security of data in accordance with organisational requirements, and in line with the Data Protection Act

- Maintain the high standards of the department by contributing towards individual and team objectives

- Participate in planned training events and attend all mandatory training sessions as requested

- The scrutiny of large datasets and proactive report on changes in trends or patterns, particularly focusing on defined key performance indicators

- Ensure that performance reports are produced for senior management team and all deadlines are met.

- Develop and support high quality data standards ensuring that data entered onto systems, e.g. Trak is accurate, complete and up to date

- Undertake surveys and audits to support service developments

- Actively works towards developing and maintaining effective working relationships both within and outside the Trust

- Fosters and maintains strong links with all Services across the Trust, developing key contact points within Care and Corporate services.

- Monitoring of patients on all speciality elective waiting lists, identification of potential long waiters’ patients who could breach waiting times, instructing specialities to action to resolve

- Analysis, monitoring and validation of a comprehensive suite of management reports for strategic and operational purposes.

- Provide active support, direction and guidance to all staff involved in the management of waiting lists at speciality level

- Undertake investigations into patient complaints relating to patient administration as and when necessary and in line with the NHS Constitution

- Actively participate in projects to improve the quality of all elements of patient’s referral to treatment processes and pathways,

- Present access-related information regularly to groups of staff (eg through weekly RTT meeting and periodic training), including staff at all levels.

- Work with specialty teams at all levels, providing support and challenging operational departments based on best national and international practice

- Produce training material and deliver training to individuals and groups of staff to support new and existing processes to support the access policy.

- Work with specialty management teams to ensure patients waiting for appointments and/or treatment are managed in chronological order, within clinical priority and seen or treated within the maximum wait time in line with national guidelines and Trust policy.

- Co-ordinate waiting list reviews as required to validate data and reduce patient waiting times.

This job description is neither exclusive nor exhaustive and the duties and responsibilities may vary from time to time in the light of changing circumstances and in consultation with the post holder

Communications and Working Relationships

- Communication with a range of clinical and non-clinical staff is required

- Contact with patients is over phone

- Information Department

- Health Records Department

- Trust training department including PAS training staff

- PALS

- Build effective networks across clinical, managerial and administrative teams to collaborate where appropriate in all aspects of access management, to gain co-operation and agreement on any service improvement

- Promote a positive high-profile image of the team both internally and externally.

MOST CHALLENGING PART OF JOB

- Working in a challenging and changing environment whilst under pressure, effectively managing own time

- Managing conflict and staff disagreements

- Maintaining a high degree of accuracy when working under pressure

- Working for several Directorates whilst managing competing demands

- Training new members of staff, whilst maintaining full service cover

- Dealing with difficult conversations

General Working Conditions

- Expected to visit Medical Records, Wards and Departments on occasions across all Trust sites

- The nature of the job necessitates the need for flexible working

- Frequent requirement to concentrate within an unpredictable work pattern

- Management of own workload

- Required to act independently. Managers are available for personal advice, but does not directly supervise the work being carried out.

- Input and analyse information for a substantial proportion of working time. Requires accuracy and constant checking

- Dealing with sensitive and confidential information

- Use of Visual Display Unit (VDU) on a daily basis

- Light physical effort. Movement of medical notes and files up to and including 5kgs in weight

- Use of Telephone

Additional Contact Details

Roger Blake - roger.blake2@nhs.net