Regional Patient Pathway Co-ordinator

Job overview

An exciting opportunity has arisen for a Regional Patient Pathway Co-Ordinator to work for the Regional Cataract Service, delivering change across Aneurin Bevan, Cardiff and Vale and Cwm Taf Morgannwg Health boards.

We are looking for an organised, enthusiastic individual who is self-motivated and has strong team leadership skills. The post holder will play a key part in delivering our transformation plans for Ophthalmology in the South East Wales Region

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Main duties of the job

The post holder will provide administrative and clerical support to the Regional Ophthalmology service within the Surgical Division. The post holder is a key member of the team, working closely with the wider South East Wales Regional Ophthalmology service on the business management of the service. To manage inpatient waiting lists and supervise the day to day running of the inpatient scheduling service.  To provide support to the management team and its clinicians to deliver outstanding service delivery and organisational performance. This includes working with others, to develop practical service planning delivery that supports improvements in patient experience and care and reduce the overall current waiting times for this service. The main focus of this role will to be to provide support to ensure access targets are met within the Regional Ophthalmology service and that inpatient and outpatient capacity is well utilised. The post involves the booking of outpatient appointments and day case treatments. The role will range from handling GP and patient queries and enquiries about clinics, making appointments using the Regional systems and using direct and partial booked appointment processes. The main duties will be answering telephone calls, making calls, taking general enquiries, booking appointments in line with Partial Booking Policy and monitoring.

Detailed job description and main responsibilities

• Responsible for the day-to-day management of the scheduling clerks, ensuring all theatre lists and outpatient clinics are prospectively booked, identifying any shortfalls in capacity to the Assistant Booking Team Leader in a timely manner.

• To assist in the training and supervision of all clerical staff.

• To promote good staff communication skills with emphasis on patient contact by telephone and in person.

• Responsible for dealing with day-to-day staff operational and personnel issues Treatments Lists

• To work autonomously and make decisions within specified guidelines and procedures, seeking advice where necessary.

• To establish and maintain frequent contact with assigned Consultants and their teams to ensure good communication regarding available theatre lists and suitability of patients

• To be aware of all consultant job plans and be responsible for ensuring vacant theatre lists and clinics are backfilled to capacity

• To be responsible for ensuring that all fitness and PAC clinics are filled, liaising with consultants where there is a shortfall in capacity to address the gap

• To ensure that all theatre lists and outpatient clinics are being scheduled appropriately and accurately and that theatre utilization is maximized

• To be responsible for early identification of any potential breaching patient

• To liaise with the Anaesthetic Department to ensure Anaesthetic cover is provided for elective and backfill lists.

• To keep abreast of any changes in policies and procedures and implement amendments as appropriate.

• To attend internal and external meetings as required, undertaking all associated administrative duties to support the Directorate with inpatient admissions.

• Provide cover for Schedulers for annual leave and sickness

• Responsible for ensuring all protocols are adhered to by inpatient staff and undertake appropriate action if necessary.

• Responsible for ensuring that the data quality input by staff is accurate.

• Responsible for producing / auditing waiting lists and distribution to wards and theatres etc as required.

• Responsible for ensuring all information sent to patients from the department is relevant and accurate.

• Ensure up-to-date knowledge of current waiting list target

• Ensure that all protocols are adhered to by Schedulers and undertake appropriate action

• To arrange and participate in meetings relating to RTT, additional capacity and also to facilitate the setting up of such requirements when necessary

• To create populate and run the sub specialty meetings as a key stakeholder

• To be responsible for data collection and contributions for operational meetings

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.