Patient Coordinator, Band 3 - Obstetrics and Gynaecology

Job overview

Patient Co-ordinator - Band 3 (30 hours a week)

If you are looking for an exciting, varied and important role within the NHS and enjoy a challenge then the Obstetrics and Gynaecology Department wishes to appoint a Patient Co-ordinator.

Our team consists of Patient Co-ordinators and Waiting List Co-ordinators who provide an excellent service to Consultants, and Specialist Nurses in support of Inpatient and Outpatient services.  Our team are supported by the Administration Team Leaders who work closely together in support of leading their direct reports & providing cross cover for the wider team & report to the Operational Support Manager.

Our team is dynamic and constantly evolving to manage the demand and challenges of the service.  We are a friendly and supportive team, who pull together & support each other with varying workloads, working closely together to ensure a positive & caring environment whilst recognising and actively encouraging and supporting individual development needs and career progression.

Main duties of the job

The role of Patient Co-ordinator

To provide an efficient, confidential administrative and secretarial service to the Obstetrics and Gynaecology Consultants and their Medical Team to enable provision of patient care and speciality services.

To work as a member of the administration team to ensure service delivery and adequate administration cover is provided.

To adopt a constantly flexible approach to ensure that all Consultant Team and Trust Objectives are completed efficiently and within given timescales.  This will include typing to meet Trust turnaround times, resolving patient queries, maintaining accurate data and supporting the Admissions Team.  You will also review Consultants Waiting List’s in support of patient pathways & full clinic utilisation.

As a busy department, we are looking for motivated, enthusiastic & hardworking individuals who fit with our ethos of continual improvement & delivery of the highest quality patient-centred care.  This is a responsible role, where you are the pivotal person in the patient’s relationship with the Clinical Team.

You will have well-developed communication, organisation & time management skills.  You’ll be a friendly and positive team player & have excellent interpersonal skills.  You will have the ability to work under pressure whilst remaining calm using you own initiative in a logical & methodical way maintaining attention to detail, but be able to multi-task whilst dealing with interruptions.

Detailed job description and main responsibilities

- Provide secretarial and administration support including but not limited to the accurate typing of clinics and distribution of all patient related correspondence, ensuring that patient pathways and outcomes are recorded accurately on TrakCare.

- To effectively manage clinical activity and calendars, scheduling appointments and meetings as directed by the Consultant in particular relating to the organisation of Outpatient Clinics during Annual Leave, etc.

- Fully utilise all outpatient clinic capacity by reviewing new and follow up outpatient waiting lists.

- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g., booking investigations, transcription, etc.

- Assist and Support in the induction and training of new colleagues as directed by the Administration Team Leader.

- To promote and share best practice with colleagues and peers to ensure highest standards are achieved.

- To provide support to colleagues where appropriate to ensure the Trust service delivery standard is maintained.

- Regularly informing the Administration Team Leader about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.

- To deal sensitively with patients offering non-clinical help and advice and utilise experience and knowledge to identify when urgent action may need to be required by medical team for the wellbeing of patient.

- To provide support to the Admissions Team including organisation of admission procedures in negotiation with the clinical staff and patients as requested by the Administration Team Leader.  This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support and paperwork.

- To provide support to colleagues where appropriate to ensure the Trust service delivery standard is maintained and to cover colleagues during absences/annual/sick leave as directed by the Administration Team Leader.

You may also be required to undertake job rotation for cross cover as well as for development and training purposes.