TAVI MDT Coordinator

Job overview

We’re looking for a highly organised and proactive TAVI Administration Co-ordinator to play a vital role in supporting our specialist TAVI service and helping clinicians deliver outstanding patient care.

This is far more than a traditional administrative role you’ll be at the centre of a fast paced, highly skilled clinical team, ensuring the smooth running of the service and providing the accurate, timely information that directly supports clinical decision making at Multi-Disciplinary Team (MDT) meetings.

Main duties of the job

The TAVI Administration Co-ordinator will provide a comprehensive administrative service to support and cover the TAVI service and ensure the effective management of accurate and timely data to enable clinical decision-making at Multi-Disciplinary Team (MDT) meetings.

The post-holder will coordinate, proactively manage and track patients against the National Referral to Treatment (RTT) Standards. They will escalate problems to Divisional management and the TAVI Team in a timely manner so that remedial action can be taken where necessary to ensure the RTT targets are met.

The post holder will also coordinate the audio typing of clinical and non clinical correspondence within the service line and organise patient admissions and pre-operative appointments.

The post-holder will coordinate all aspects of the patient pathway in the TAVI service line and be responsible for prioritising work, reviewing work practices, setting up, managing and ensuring effective running of MDT meetings when required.

In addition the TAVI Administration Coordinator will be responsible for ensuring all patients referred for TAVI are monitored and tracked, and ensuring information is communicated to the appropriate clinical and administrative staff within the Trust. The post-holder will work across management teams.

Detailed job description and main responsibilities

Managing MDT Meetings

• Coordination and management of the TAVI MDT meetings ensuring that dates and venues for the weekly meetings are booked for the full year and that all TAVI MDT members are aware of the details for the meetings.
• Ensuring all TAVI referrals are tracked and highlighted for discussion at TAVI MDT meetings, when results etc are available.
• Ensuring TAVI MDT members know which patients are listed for TAVIMDT meeting discussion so they can prepare slides, results and x-rays etc.
• Ensuring that case notes, diagnostic test results, x-rays, audio/visual equipment etc., are available for each patient.
• Ensuring an attendance register is kept; proformas outlining patient treatment options/decisions are completed.
• Keeping orderly filing systems for TAVI MDT documentation for review by Peer Review Teams.

Tracking and Case Management

• Work closely with consultants, specialist nurses, clerical and other staff to deliver a coordinated, consistent tracking and information service.
• Monitor the patients’ progress on the pathway and check daily to ensure that escalation points are adhered to.
• Ensure patients are booked into next events in line with national standards & Trust policies, communicating with key personnel to action fast-tracking etc where required.
• Highlight to Service Managers for escalation, those patients whose progress is likely to fall outside the agreed timescales.
• Ensure that patients who are suspended in line with the RTT guidance have their pathway adjusted and reinstated as appropriate.
• Liaise with other departments to ensure that investigations, opinions and treatments are sought in a timely fashion.
• Coordinating audio-typing of clinical and non-clinical correspondence within the service line and within set timescales.
• Ensuring patient access policy is adhered to

Weekly Performance Management Meetings

• Ensure preparation for weekly tracking/performance meetings, including patient pathway information from Patient Tracking List (PTL) reports, is completed.
• Present information to the Service Manager prior to all performance meetings.

Escalation of Actions

• Monitor the agreed timescales in the Trusts’ Escalation Policy.
• Escalate actions at the various levels as outlined in the policy
• Ensure that all relevant information is provided to the staff responsible for initiating escalation and alerts.

Reporting Breaches of the Target

• Identify breaches via the tracking systems, in accordance with the RTT guidance, and report these to key staff within the Trust.
• Ensure all breaches are identified and an initial report sent weekly to members of the TAVI team and Service Managers.

Communication

• Gather information from various sources to ensure that the patient benefits from improved and speedier communication.
• Communicate with key departments (diagnostics, clinic bookings etc.,) to ascertain if treatments conducted and to update records and databases.
• Organise, coordinate and present patient information to the weekly TAVI MDT meeting and communicate aspects of care requiring completion to clinical staff at these meetings.
• Communicate information on the patient’s progress on the care pathway to service managers and other staff at weekly tracking meetings to prevent breaches of the standards.
• Liaise and communicate RTT guidance and definitions to key staff within the Trust.
• Communicating with patients and patient relatives over the telephone, responding to their queries in a caring, sensitive and reassuring manner. Use initiative when dealing with and resolving patient enquiries, escalating as appropriate.
• Communicating with other Hospitals and external agencies
• Setting up and maintaining e-mail groups, will be expected to use Intranet and Internet.
• Providing information to staff in other departments.

Policy & Service Development

• Being aware of and adhering to administrative procedures and protocols relevant to the post.
• Observing the provisions of and adhering to all Trust policies and procedures
• Required to comment on, implement and adhere to secretarial / administrative procedures and protocols.

Data Management

• Administration of waiting lists for elective procedures, organising pre-op appointments and admissions
• Using Waiting List functionality on PAS
• Planning and scheduling theatre/cath lab lists, according to patients’ clinical priority and length of wait
• Recording all information as required on PAS including amendments

General

• Attending team meetings where required
• Maintaining confidentiality and abide by the Data Protection Act.
• Being familiar with and following health and safety policy and procedures and to be aware of individual responsibilities under legislation, drawing any areas of potential risk to the attention of managers
• Ensuring completion of timely PDR/Appraisal process with designated line manager
• Being able to demonstrate Trust values and behaviours (outlined in staff handbook) at all times
• Undertaking any other duties which are deemed appropriate to the band

The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the post holder.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.