HaemOnc Scheduler

Job overview

The pathway scheduler is responsible for, with direction from the Pathway Scheduler Team Leader, supporting the coordination of haematology and oncology pathways within St George’s NHS Trust. The coordinators will be responsible for the scheduling of appointments in outpatients, day units and elective admissions.

The post holder will also update patient records on Cerner (iClip), manage incoming correspondence, organise patient records, prioritise workloads, arrange meetings where required, and provide administrative support to ensure the effective delivery of the service.

Main duties of the job

• To have excellent keyboard and Word processor skills in Microsoft Word, Excel and Outlook. 2. To identify the most appropriate layout of complex documents, e.g. reports, minutes of meetings. 3. To organise file management system for files - making up new files, storing discharged files and making arrangements for off- site archiving. 4. To identify of any problems with the functionality of file management, and to raise this with the Speciality Manager and Clinical Leads. 5. To manage incoming correspondence, ensuring that it is promptly dealt with by the appropriate member of staff. 6. To manage other general correspondence, which may include distressing or emotional contents, e.g. discharge summaries, memoranda and miscellaneous reports as required, ensuring all correspondence meets the Trust’s current formatting standards. 7. To arrange, plan, take and transcribe accurate minutes for meetings and conferences as required. 8. To assist in the compilation of reports, audits, teaching materials, research papers and slides within agreed time frames as required. 9. To act independently, ensuring that daily tasks and on-going workloads are prioritised and completed in agreed time frames. 10. To undertake photocopying as necessary. 11. Update of medical records and the  Cerner (iClip) with patient’s details as required. 12. To locate, collect and book patient’s records in and out of the department as required.

Detailed job description and main responsibilities

• Coordinate patient pathways by scheduling appointments in line with clinical guidance and Trust policies.
• Liaise with consultants, multidisciplinary teams and administrative colleagues to ensure the timely delivery of patient care.
• Prioritise urgent admissions and manage outpatient, day unit and elective inpatient activity.
• Maintain accurate patient information and update records on Cerner (iClip) and other Trust systems.
• Monitor worklists, departmental inboxes and patient pathways to ensure timely action is taken.
• Communicate appointment details to patients using telephone, email, text message and letters as appropriate.
• Arrange patient transport where required and implement the Trust's DNA and cancellation policies.
• Respond to patient, clinician and departmental queries in a professional and timely manner.
• Ensure data quality standards are maintained by recording and updating patient information accurately.
• Escalate issues affecting waiting times, clinic capacity or patient pathways to the appropriate manager.
• Contribute to service improvement by supporting changes to administrative processes and performance monitoring.
• Work collaboratively with the multidisciplinary team to deliver an efficient, responsive and patient-focused service while maintaining confidentiality and compliance with Trust policies.