Job summary
PLEASE NOTE: We are unable to offer sponsorship for this post
Applications are invited for a 2 Week Wait Officerpost, based within the Cancer Services Administration Team as part of Allied Clinical Services Division at Lewisham and Greenwich NHS Trust based at Queen Elizabeth Hospital.
This post is fixed term for 6 months.
Main duties of the job
The Cancer administration team are responsible for ensuring national Cancer Waiting Time targets are met. This post provides an opportunity to join an enthusiastic Team within the Trust. These are key posts within Cancer Services and it is an exciting opportunity to be part of the ongoing development across our integrated organisation.
We are looking for innovative, enthusiastic, flexible and dynamic individuals who are well organised and motivated to provide support to a busy and fast paced team. You will provide a robust administrative service to ensure that patients referred to the Trust on a suspected cancer referral are booked an appointment within the national target of 14 days.
PLEASE NOTE: We are unable to offer sponsorship for this post
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
Job Summary:
The Cancer Waiting Timesstandards are a national priority and a key performance measure for the Trust. From 1 October 2023, NHS England streamlined the cancer waiting times framework to focus on three headline targets: the Faster Diagnosis Standard, the 31-Day Decision-to-Treat Standard, and the 62-Day Referral-to-Treatment Standard.
This role is central to ensuring the smooth running of the Two Week Wait Office, delivering a prompt and efficient service by coordinating patient appointments and pathway activity in line with the national Cancer Waiting Times standards.
Main Duties/Key Results Areas:
- Two Week Rule Responsibilities
- To act as the main point of contact on a daily basis for patients who have been referred in with urgent suspected cancer and to manage this complex and sensitive information appropriately and with tact as patients may be anxious or unaware of the reason for their referral.
- To take responsibility for processing all GP letters, electronic referrals, faxes, telephone calls and emails in relation to the Cancer Two Week Wait Standard.
- Assist the Two Week Wait Co-ordinator to ensure the smooth running of the office and be able to cover accordingly in the absence of the Co-ordinator.
- Prioritise the daily workload to ensure that any referrals received, and all urgent matters are dealt with as soon as possible within the relevant Cancer Waiting Time targets and ensure a high level of administrative and clerical support is available.
- Input and extract information via the Trusts Patient Information Management System (iCare) and the Trusts Cancer Tracking and Reporting system as required.
- Record all referrals received into the department on a daily basis, scanning them onto the system and inputting all appointment and patient details onto the required databases that are used within the Trust.
- To liaise with the designated Managers, Consultants secretaries, the Call Centre and medical records as required to identify all appropriate referrals for inclusion in the Standard that have not been received centrally. This may be in person, on the telephone or electronically.
- To liaise with patients to offer choice in line with local and national policies on access, booking and choice.
- To take full responsibility for escalating potential breaches to the relevant manager and identifying possible future capacity issues across all specialists.
- To appropriately prioritise booking of appointments during periods of increased referrals, incorporating management of clinician leave.
- Ensure that the patient notes are collected and given to the relevant team if a TWR is booked at very short notice (within 1 working day of appointment).
- Review and assess referrals into the Trust in order to appropriately allocate them to clinical specialities or subspecialities. To then regularly check on the status of the appointment if the referral is handled outside of the postholder.
- Liaise with GPs, providing information and support regarding TWRs. In particular regarding inappropriate referrals, non-use of the TWR proformas and timeliness of receiving referrals.
- Postholders would be expected to follow policies to ensure the above areas are both monitored and managed effectively.
- Ensure both the local and national systems used for recording and reporting cancer waiting times are updated with the details for each patient dealt with by the TWR office in order to audit and monitor cancer waiting times targets.
- Ensure patient choice standards are adhered to when booking appointments and that any cancellations or non-attendance of appointments by patients is correctly recorded on the appropriate local and national systems.
- To deal with all queries from patients and staff in a polite, professional and courteous manner.
- Process all new patient referrals ensuring accurate data entry, making every attempt to contact the patient by telephone on two separate occasions before generating appointment letters for dispatch from the appropriate Trust systems, ensuring all required relevant documentation is attached.
- To ensure that appropriate checks are in place and made regularly to ensure that any routine scanned referrals that are upgraded by Consultants are actioned, recorded appropriately and the necessary appointments arranged.
- Be aware at all times of the important nature of the work dealt with in the Cancer Data Team and how this could impact on patient care and possible breaches of targets and how everyone within the team must be accountable for their part in this process at all times.
- To work with the MDT Co-ordinators to ensure all cancer cases are adequately reported both locally and nationally.
- To use any of the local or national tools available to monitor incoming referrals from other Trusts.
- To use the hospital computer systems to track case notes and collect data.
- To validate data and take corrective action where required.
Job description
Job responsibilities
Job Summary:
The Cancer Waiting Timesstandards are a national priority and a key performance measure for the Trust. From 1 October 2023, NHS England streamlined the cancer waiting times framework to focus on three headline targets: the Faster Diagnosis Standard, the 31-Day Decision-to-Treat Standard, and the 62-Day Referral-to-Treatment Standard.
This role is central to ensuring the smooth running of the Two Week Wait Office, delivering a prompt and efficient service by coordinating patient appointments and pathway activity in line with the national Cancer Waiting Times standards.
Main Duties/Key Results Areas:
- Two Week Rule Responsibilities
- To act as the main point of contact on a daily basis for patients who have been referred in with urgent suspected cancer and to manage this complex and sensitive information appropriately and with tact as patients may be anxious or unaware of the reason for their referral.
- To take responsibility for processing all GP letters, electronic referrals, faxes, telephone calls and emails in relation to the Cancer Two Week Wait Standard.
- Assist the Two Week Wait Co-ordinator to ensure the smooth running of the office and be able to cover accordingly in the absence of the Co-ordinator.
- Prioritise the daily workload to ensure that any referrals received, and all urgent matters are dealt with as soon as possible within the relevant Cancer Waiting Time targets and ensure a high level of administrative and clerical support is available.
- Input and extract information via the Trusts Patient Information Management System (iCare) and the Trusts Cancer Tracking and Reporting system as required.
- Record all referrals received into the department on a daily basis, scanning them onto the system and inputting all appointment and patient details onto the required databases that are used within the Trust.
- To liaise with the designated Managers, Consultants secretaries, the Call Centre and medical records as required to identify all appropriate referrals for inclusion in the Standard that have not been received centrally. This may be in person, on the telephone or electronically.
- To liaise with patients to offer choice in line with local and national policies on access, booking and choice.
- To take full responsibility for escalating potential breaches to the relevant manager and identifying possible future capacity issues across all specialists.
- To appropriately prioritise booking of appointments during periods of increased referrals, incorporating management of clinician leave.
- Ensure that the patient notes are collected and given to the relevant team if a TWR is booked at very short notice (within 1 working day of appointment).
- Review and assess referrals into the Trust in order to appropriately allocate them to clinical specialities or subspecialities. To then regularly check on the status of the appointment if the referral is handled outside of the postholder.
- Liaise with GPs, providing information and support regarding TWRs. In particular regarding inappropriate referrals, non-use of the TWR proformas and timeliness of receiving referrals.
- Postholders would be expected to follow policies to ensure the above areas are both monitored and managed effectively.
- Ensure both the local and national systems used for recording and reporting cancer waiting times are updated with the details for each patient dealt with by the TWR office in order to audit and monitor cancer waiting times targets.
- Ensure patient choice standards are adhered to when booking appointments and that any cancellations or non-attendance of appointments by patients is correctly recorded on the appropriate local and national systems.
- To deal with all queries from patients and staff in a polite, professional and courteous manner.
- Process all new patient referrals ensuring accurate data entry, making every attempt to contact the patient by telephone on two separate occasions before generating appointment letters for dispatch from the appropriate Trust systems, ensuring all required relevant documentation is attached.
- To ensure that appropriate checks are in place and made regularly to ensure that any routine scanned referrals that are upgraded by Consultants are actioned, recorded appropriately and the necessary appointments arranged.
- Be aware at all times of the important nature of the work dealt with in the Cancer Data Team and how this could impact on patient care and possible breaches of targets and how everyone within the team must be accountable for their part in this process at all times.
- To work with the MDT Co-ordinators to ensure all cancer cases are adequately reported both locally and nationally.
- To use any of the local or national tools available to monitor incoming referrals from other Trusts.
- To use the hospital computer systems to track case notes and collect data.
- To validate data and take corrective action where required.
Person Specification
Qualifications
Essential
- Educated to GCSE grade B or equivalent
Experience
Essential
- Able to prepare clear and accurate information
- Able to exercise a measure of individual judgement and initiative
- Experience in data collection, entry and validation
- Office experience
Desirable
- Familiarity with Patient Administration
- Previous experience of working within the NHS
- Experience in Somerset
Skills
Essential
- Sound keyboard skills
- Able to work effectively in a team
- Able to work autonomously
- Ability to deal with patients over the phone using tact
- Able to prioritise workload and to work to tight deadlines
personal Qualities
Essential
- Organised and systematic
- To have an empathetic nature, relating to others in a sensitive and professional way
- A positive, 'can do' attitude
- Able to deal with multiple issues at one time
Desirable
- Willingness to learn and develop
- Positive approach to change
Person Specification
Qualifications
Essential
- Educated to GCSE grade B or equivalent
Experience
Essential
- Able to prepare clear and accurate information
- Able to exercise a measure of individual judgement and initiative
- Experience in data collection, entry and validation
- Office experience
Desirable
- Familiarity with Patient Administration
- Previous experience of working within the NHS
- Experience in Somerset
Skills
Essential
- Sound keyboard skills
- Able to work effectively in a team
- Able to work autonomously
- Ability to deal with patients over the phone using tact
- Able to prioritise workload and to work to tight deadlines
personal Qualities
Essential
- Organised and systematic
- To have an empathetic nature, relating to others in a sensitive and professional way
- A positive, 'can do' attitude
- Able to deal with multiple issues at one time
Desirable
- Willingness to learn and develop
- Positive approach to change
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.
