Patient Pathway and Admin Coordinator

Job overview

Patient Pathway and admin coordinator for CFS, Microbiology, Phlebotomy and Transport Services

Full time Mon to Fri - 37.5 hours per week - 12 months Fixed Term Contract

Based in a specialty clinical team, the post holder will be the point of contact for all administrative and clerical issues relating to patients’ pathway of care, tracking and supporting them from referral to treatment &/or discharge.

The postholder will provide a patient focused service that supports clinical staff in the provision of efficient integrated pathways that enable the best use of resources and ensure that patients are fit, willing and able to be treated and that they are treated in the right place, by the right person, at the right time.

The post holder will ensure high levels of patient care and will ensure clinician satisfaction by being an accessible, customer focused and knowledgeable point of contact.

Main duties of the job

• To work as part of a clinical team ensuring that patients are admitted efficiently for Outpatient appointments, pre-admission appointments, investigative treatments, diagnostic procedures and inpatient and day case operations within national guidelines and in accordance with the trust’s Patients Access, Booking and Choice Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules. Ensure that patients are informed with reasonable notice, and that all relevant paper work is completed for given appointment.  This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s) including ERS within one working day of receipt/decision to treat. ·

Detailed job description and main responsibilities

Pathway Processes

• To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient attendances and admissions.  This includes maintaining accurate computerised and manual records, inputting registration and waiting list data onto the trust’s computer systems and ensuring that all patient records are kept up to date with any details relevant to the patient’s attendance and/or admission.
• When necessary in conjunction with Medical Records ensure all patients’ records are available to clinical staff as required in adherence with the Trust Medical Records Policy.  This may include receiving discharge summaries, histology reports, obtaining results from external organisations/healthcare providers and preparing them and patients’ records for review by clinicians as required.
• Facilitate completion of prior approval/exceptional treatment forms prior to patients’ attendance and/or admission in line with South West London Effective Commissioning Initiative
• To liaise with clinical staff to ensure that specialist equipment is available, where required, and that clinical teams (e.g. ward, outpatient department etc.) are aware of patients with specialist needs.
• Contribute to quality and cost improvement/ CQUIN initiatives to improve services.
• Facilitate the timely production and dissemination of all patient and healthcare professional correspondence, including clinical correspondence and discharge summaries, to achieve quality measures.
• Ensure that all patients are scheduled in accordance with outpatient, diagnostic and inpatient/day case waiting time targets and that attendance/admissions information is accurately recorded on all appropriate databases, including, but not limited to, iPM, iCM, PACS etc.
• To arrange translation services, in liaison with the appropriate departmental manager, as required.  This may include foreign language &/or sign language translation.  Ensure that such services are available for the period of patient attendance &/or admission as appropriate.
• To maintain an efficient system for the tracking of healthcare records and X-rays. This includes ensuring patients’ records are available to clinical staff as required in adherence with the Trust Medical Records Policy.  This may include receiving discharge summaries, histology reports etc. and preparing them and patients’ records for review by clinicians. The postholder will keep the computer tracking system updated, ensuring that any medical notes in your possession are kept in numerical or alphabetical order and that they are kept in a non-public area and that all patient documentation is filled in patients’ notes &/or transferred to appropriate ward, medical records &/or other departments as required
• To liaise with Clinical Coding Department to ensure that medical records are accurately and promptly coded following all admissions.

Phlebotomy coordination

• To co-ordinate and validate the activities of the routine blood collection services across outpatient, inpatient, GP Surgeries and clinics and the provision of an extensive Home blood collection Domiciliary service.

• To set and maintain high standards of patient care and blood sample collection.

• To competency assess team against set criteria framework to ensure that blood samples from patients are taken in a manner that makes the blood sample suitable for analytical, therapeutic or diagnostic testing and purpose.

• To effectively manage contingencies that arise during the day to day running of phlebotomy services.

• To co-ordinate and participate in the training of phlebotomists.

• To participate in people governance procedures such as staff recruitment and appraisal and attendance management.

• To prepare and check staff rotas, attendance, staff wages and overtime claims.

To Co-ordinate the stock and non-stock ordering for phlebotomy