Patient Pathway Coordinator CAT 6

Job overview

The post holder will be the point of contact for all administrative issues relating to patients’ pathway of care. The post holder will work as part of a multi-disciplinary team and will provide expertise in the proactive management of the patient pathway from referral to discharge, ensuring the entire pathway is managed smoothly. The post holder will supervise and allocate work to the Assistant Patient Pathway team.

Main duties of the job

The post holder will ensure high levels of patient and clinician satisfaction by being an accessible, customer focused and knowledgeable point of contact. To provide a consistent approach across the Trust, using Standard Operating Procedures (SOPs) to ensure that functions of the role are carried out correctly within given timescales.

Detailed job description and main responsibilities

Outpatient Pathway 1. Process and log all referrals, including paper and ESR, in line with Trust Access & Administration Process Policy and specialty SOPs.

2. Schedule new and follow up appointments, ensuring that capacity is proactively and efficiently used. This includes booking patients into the right clinic to ensure that they are seen by the most appropriate clinician first time and for subsequent follow ups.

3. Ensure that any diagnostics and investigations that are required as part of the patient pathway have been requested and that the results are available for consultations. This will include those that are carried out at other Trusts.

4. Co-ordinate appointments and procedures at other hospitals and organisations, where the pathway requires input from these.

5. Ensure outcomes of clinic attendance have been accurately recorded on EPR by the Patient Pathway Assistant (‘cashing-up’). This will need to be done for those for offsite clinics.

6. Complete clinic cancellation forms and process according to SOPs.

7. Reschedule outpatient clinics as requested – to be done in line with waiting time targets.

8. Use the Trust’s medical transcription system and ensure that letters are processed in accordance with SOPs.

9. Liaise with patient records staff, clinical colleagues, other admin teams and other organisations to ensure all medical notes, referral letters, results and discharge summaries are available for outpatient appointments and consultations.

10. Recognise when patients are on cancer pathways and, liaise with Cancer Services MDT co-ordinators to ensure patients are handed over appropriately.

Pathway Tracking 11. To use the 18-Week Referral to Treatment (RTT) to manage all outpatient and elective patient journeys.

12. Lead on the validation of the RTT Patient Tracking List (PTL). Investigate and take the appropriate action where pathways are incomplete to ensure that patients are receiving timely treatment and Trust Information is robust.

13. To be responsible for identifying and escalation any issues to the Patient Pathway Manager which compromises delivery of the 18-Week RTT pathway, e.g. lack of capacity either in outpatients or theatres.

14. Ensure inter-provider transfers are timely and that the appropriate paperwork has been completed and sent or received.

15. Liaise with internal and external colleagues to share patient pathway and diagnostic information.

16. Manage and monitor outpatient and theatre scheduling making best use of capacity.

17. Ensure Trust systems are updated with patient pathway status information and that data quality is maintained.

18. Proactively manage the pathway to avoid breaches and take steps to resolve any issues

Communications/Customer service.

General Administrative

Health Records – Security & Management

Education and Training/Self-Development