Job summary
We are looking for an efficient and adaptable person to line manage and provide support to a team of administrators within the Lewisham Hospital Specialist Medicine directorate.
You will proactively manage and track the progress of all stages of the patient 18-week pathway whilst also working with colleagues throughout, to ensure waiting time and performance targets are achieved.
Applicants should have excellent communication skills, be self-motivated and able to make full use of the computer systems, including knowledge of iCare.
You will need to be able to work in a calm, logical and methodical way, be able to multi-task whilst dealing with frequent interruptions and will need to possess effective communication skills.
Main duties of the job
The post holder will assist the service in collection of information to support the 18 Referral to Treatment (RTT) waiting times target.
Track designated patients throughout their 18-week pathway, this will involve validate the Patient Tracking List (PTL) and ensure that patient encounters are appropriately managed to reflect treatment plan and escalate any potential breach dates promptly.
To monitor and coordinate the admin teams to maximise outpatient efficiencies.
To line manage and provide support to a team of administrators within the Lewisham Hospital Specialist Medicine directorate.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
Supervising
- Ensure along with the admin team that all patient tracking logs are maintained by updating appointments, clinic outcomes, results, updates from other Trusts and steps in patient journeys on a daily basis.
- To ensure any patient notes for investigation or audit are tracked accordingly.
- To liaise with the medical secretariat and clinical teams to identify patient non-availability both medical and non-medical.
- Create robust rotas to ensure all services are covered and where appropriate cross-cover to ensure service stability.
- Monitor amin team absence, carry out return to work meetings, ensure mandatory training is up-to-date and complete PDRs.
- Escalate and discuss all absences and performance support needs with your line manager.
Performance
- The post holder will work closely with all departments within the service and external partners where appropriate to provide an administrative service to support the 18 Week patients RTT pathway.
- To liaise with the Outpatient Booking Appointments Office where applicable to ensure all patients have a booked first appointment, investigation and procedure.
- Ensure all new patients attending outpatient appointments have diagnostics requested and booked before first appointment. Any deviation must be reported to Service Management.
- Ensure that any process deviations from the 18 week RTT pathway is reported to Service Management teams.
- Undertake validations and corrections to the 18 week RTT pathways ensuring the pathway is kept up to date.
- Work closely with the Trusts performance teams to contribute to regular validation reports on patients pathways and ensuring accuracy of data at all times.
- Ensure data is entered in a timely manner, checking accuracy and detail at all times.
- Negotiate with all clinical and administrative personnel, within the Trust and tertiary centres to establish good working relationships in order to improve the coordination of the patient journey.
- Participate in weekly tracking meetings with Service Management, highlighting any issues with patient pathways which may cause them to exceed waiting times targets.
- To collect and input 18 Week RTT waiting times data, in line with Trust Access Policy and operational procedures on to the Trust PAS system.
- To communicate and liaise with clinicians and their teams both within Lewisham and Greenwich Trust and in external Trusts in order to get information for the list of patients that require 18 week data recorded. This will be achieved through face to face contact, telephone, fax or email communication. Trust Data Protection Policy must be followed at all times.
- To develop strong working links with relevant members of the Trust, wider stakeholders and a number of external staff from referring Trust teams and across the network.
- To identify any missing information that cannot be found after thorough investigation and highlight this promptly to the Directorate service management teams.
- To highlight individual patient timeline data to appropriate clinical teams within the Trust.
- To provide clerical support to any 18 week project as required.
- To ensure the 18 week RTT data is kept up to date on PAS and any corresponding evidence is recorded accurately on the Trust systems.
- To be involved in patient pathway investigations with the aim of identifying blockages, duplicates and subsequent areas where the patient journey can be streamlined.
- To provide accurate data management on any outpatient waiting lists.
Audit and Clinical Governance
- Undertake demand and capacity studies where appropriate, as directed by the service management teams.
- Report changes to PTL on a weekly basis.
- Ensure all data collection and recording of data is completed accurately for the allocated specialties.
- Establish effective communication networks with clinicians and other members of the multidisciplinary teams and actively participate in development and change to any systems.
- Actively contribute to 18-week pathway reviews.
- Ensure all audit data as designated by the clinical teams are entered on time and accurately.
- Assist the service delivery teams in reporting regularly to the lead clinician/Trust on compliance/non-compliance of standards.
Job description
Job responsibilities
Supervising
- Ensure along with the admin team that all patient tracking logs are maintained by updating appointments, clinic outcomes, results, updates from other Trusts and steps in patient journeys on a daily basis.
- To ensure any patient notes for investigation or audit are tracked accordingly.
- To liaise with the medical secretariat and clinical teams to identify patient non-availability both medical and non-medical.
- Create robust rotas to ensure all services are covered and where appropriate cross-cover to ensure service stability.
- Monitor amin team absence, carry out return to work meetings, ensure mandatory training is up-to-date and complete PDRs.
- Escalate and discuss all absences and performance support needs with your line manager.
Performance
- The post holder will work closely with all departments within the service and external partners where appropriate to provide an administrative service to support the 18 Week patients RTT pathway.
- To liaise with the Outpatient Booking Appointments Office where applicable to ensure all patients have a booked first appointment, investigation and procedure.
- Ensure all new patients attending outpatient appointments have diagnostics requested and booked before first appointment. Any deviation must be reported to Service Management.
- Ensure that any process deviations from the 18 week RTT pathway is reported to Service Management teams.
- Undertake validations and corrections to the 18 week RTT pathways ensuring the pathway is kept up to date.
- Work closely with the Trusts performance teams to contribute to regular validation reports on patients pathways and ensuring accuracy of data at all times.
- Ensure data is entered in a timely manner, checking accuracy and detail at all times.
- Negotiate with all clinical and administrative personnel, within the Trust and tertiary centres to establish good working relationships in order to improve the coordination of the patient journey.
- Participate in weekly tracking meetings with Service Management, highlighting any issues with patient pathways which may cause them to exceed waiting times targets.
- To collect and input 18 Week RTT waiting times data, in line with Trust Access Policy and operational procedures on to the Trust PAS system.
- To communicate and liaise with clinicians and their teams both within Lewisham and Greenwich Trust and in external Trusts in order to get information for the list of patients that require 18 week data recorded. This will be achieved through face to face contact, telephone, fax or email communication. Trust Data Protection Policy must be followed at all times.
- To develop strong working links with relevant members of the Trust, wider stakeholders and a number of external staff from referring Trust teams and across the network.
- To identify any missing information that cannot be found after thorough investigation and highlight this promptly to the Directorate service management teams.
- To highlight individual patient timeline data to appropriate clinical teams within the Trust.
- To provide clerical support to any 18 week project as required.
- To ensure the 18 week RTT data is kept up to date on PAS and any corresponding evidence is recorded accurately on the Trust systems.
- To be involved in patient pathway investigations with the aim of identifying blockages, duplicates and subsequent areas where the patient journey can be streamlined.
- To provide accurate data management on any outpatient waiting lists.
Audit and Clinical Governance
- Undertake demand and capacity studies where appropriate, as directed by the service management teams.
- Report changes to PTL on a weekly basis.
- Ensure all data collection and recording of data is completed accurately for the allocated specialties.
- Establish effective communication networks with clinicians and other members of the multidisciplinary teams and actively participate in development and change to any systems.
- Actively contribute to 18-week pathway reviews.
- Ensure all audit data as designated by the clinical teams are entered on time and accurately.
- Assist the service delivery teams in reporting regularly to the lead clinician/Trust on compliance/non-compliance of standards.
Person Specification
Education & Professional Qualifications
Essential
- Educated to O-level/GCSE including English and Maths or equivalent
- Educated to level of diploma or equivalent level of experience requiring ongoing on-the-job training
Desirable
- ECDL ? IT Qualifications ? NVQ Level 3
Experience
Essential
- Previous work experience in the NHS.
- Knowledge of the new 18 week RTT rules (October 2015).
- Clerical and administration experience.
- Experience of communicating with patients, relatives and health care professionals.
Desirable
- Previous experience of participation in audit
Skills & Abilities
Essential
- Word Processing and spreadsheet skills.
- Ability to prioritise own workload.
- The ability to develop systematic filing and administration systems.
Person Specification
Education & Professional Qualifications
Essential
- Educated to O-level/GCSE including English and Maths or equivalent
- Educated to level of diploma or equivalent level of experience requiring ongoing on-the-job training
Desirable
- ECDL ? IT Qualifications ? NVQ Level 3
Experience
Essential
- Previous work experience in the NHS.
- Knowledge of the new 18 week RTT rules (October 2015).
- Clerical and administration experience.
- Experience of communicating with patients, relatives and health care professionals.
Desirable
- Previous experience of participation in audit
Skills & Abilities
Essential
- Word Processing and spreadsheet skills.
- Ability to prioritise own workload.
- The ability to develop systematic filing and administration systems.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
