Job summary
An exciting opportunity has arisen within the International and Private Patients Division for an enthusiastic and well-motivated individual to support the growing private practice service within Clinical Haematology.
As a Private Patient Pathway Coordinator, you will coordinate and manage key administrative functions for private patients referred to Haematology, providing a clear liaison/contact point for consultants, patients, carers, team members and referrers. You will also be responsible for ensuring private patients receive a high quality, professional administration service and benefit from excellent customer service.
You will work closely with the International & Private Patient Business Facilitator to ensure the referral and appointment system works effectively for private patients referred into Haematology. You will also be responsible for processing consultants' dictation files via an external service provider, and other relevant correspondence, as required.
You will be expected to exercise initiative, prioritise conflicting work demands and effectively communicate verbally and in writing with both the multi-disciplinary team and patients to ensure continuity in achieving excellence inpatient care. This post may well develop over time to meet the specific needs of the unit and changing demands of the service and therefore a flexible working style is required.
Main duties of the job
To coordinate and manage key administrative functions for private patients referred to Haematology, providing a clear liaison/ contact point for patients, carers, team members and referrers. The post-holder is responsible for ensuring private patients receive a high quality, professional administration service and benefit from excellent customer care.
The post-holder will work closely with the private patients administrative lead to ensure the referral and appointment system works effectively for private patients referred into Haematology. The incumbent will monitor and report on all Haematology private patients and maintain close links with the Trust's private patient services.
The post-holder must be able to work independently and follow relevant policies and procedures for the department. The post-holder will also be expected to use their own initiative and keep their line manager and senior colleagues informed of referrals, as appropriate.
This is a role with lots of variety and adhoc demands. Therefore, the post-holder must possess excellent time management and planning skills. This post may develop and change over time, in order to meet the specific needs of the unit and the changing demands of the service and therefore a flexible working style is required.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and around 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
The trust-wide strategy Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we can take Team King's to another level.
Job description
Job responsibilities
Main Duties and Responsibilities
Administrative Responsibilities:
- To be the main point of contact for private haematology patients throughout their pathway from first appointment to discharge, ensuring that referrers, GPs, patients and carers are kept well informed at every stage of the treatment journey.
- To register/ update patients details, ensuring that we have obtained, verified and scanned all photographic identification produced.
- To ensure that all patients sign a respective Letter of Undertaking in line with Trust policy and procedure. This is a prerequisite for all attendances and is in addition to verifying the financial status of patients.
- To update the private haematology patients database and keep track of all relevant treatment activities in the hospital.
- To check the private patient activities database on a daily basis and check all clinical systems to ensure that the admissions/ appointments are captured in Compucare.
- To make sure all procedures with correct procedure codes, admissions and appointments are captured in Compucare.
- To answer and deal with all telephone enquiries promptly and efficiently with tact and sensitivity, providing either an immediate response or referring on to other appropriate staff and/ or colleagues as circumstances dictate. These will include personal enquiries from patients and their relatives, as well as calls from GPs, clinicians, nursing and administrative staff. At all times the incumbent must be aware and understanding of the sensitive nature of calls.
- To process consultants dictation files via an external service provider and other relevant correspondence and documents as required.
- To follow relevant SOPs and protocols at every stage, in relation to activities in the office.
- To maintain a database of all patient enquiries, actions taken and outcomes of the enquiries.
- To work closely with the International & Private Patient Business Facilitator to oversee the processing of all new Haematology referrals into the private patient services.
- To coordinate all private patient activities in Haematology and communicate closely with the private patient team at Kings College Hospital, ensuring that all financial protocols are in place before arranging appointments/ admissions.
- To keep track of chemotherapy patients and update relevant consultants/ pharmacy team of the funding status of the chemotherapy drugs and other supportive drugs before such drugs are administered in the hospital or supplied to the patient.
- To keep track of self-funding patients and their treatment and to make sure adequate funds are held on account at all times throughout the treatment plan.
- To request and obtain LOG (Letter of Guarantee) from Embassies and pre-authorisation from insurance companies prior to the admissions/ appointments taking place with correct name (s) of the consultant(s) and treatment date.
- To ensure that referrals are sent and processed at MDMs through the MDT Coordinator, and be involved in direct co-ordination when required. To check the outcomes from MDMs and to action as appropriate.
- To be responsible for the prompt and accurate registration, booking and maintenance of patient data into both the private patient system (Compucare) and PIMS, including purchaser, procedure CCSD details and assigning each case to the correct contract.
- To be aware of the requirements of purchasers and process all appropriate paperwork in accordance with those requirements, including the obtaining of authorisations/letters of guarantee/proof of identity, where required.
- To work closely with other members of the service i.e. consultants, specialist nurses, diagnostic, inpatient and outpatient teams in Haematology and Guthrie as appropriate to ensure that relevant information regarding the patients condition/needs are communicated.
- To maintain a close relationship with the haematology consultants and provide them all administrative/ secretarial support for their private patient activities.
- To work closely with other professionals outside of the Trust, including senior consultants from other Trusts and from overseas hospitals.
- To liaise with Embassies regarding specific patient care, including first stage Letters of Guarantee for treatment to be provided.
- To organise, at times with short notice, procedures for patients outside of the Kings College Hospital site.
- To advise colleagues both inside and outside the Trust regarding referral protocols.
- To produce patient reports in a timely and efficient manner, in close liaison with the private patient invoicing team, the private inpatient coordinators and the Haematology Data Management team, so that extended inpatient stays can be authorised.
- To deal with purchase requests in respect of office supplies, raising purchase orders and dealing with other relevant procurement activities via the Trusts dedicated and approved procurement systems.
Systems and Data management:
- To ensure that the Data & Contracts Team are given all necessary information to facilitate costings and pre-authorisation of inpatient episodes. For example: type of procedure, CCSD code, expected length of stay.
- To contribute to the continuous development of information systems to improve data collection.
- To actively monitor patient pathways.
- To provide a monthly report in respect of referrals to the Haematology Service Manager, Data & Contracts manager and lead clinicians for discussion at Haematology meetings.
- To provide and analyse data in respect of referrals by referring Trusts and networks, for reporting to those Trusts and networks on a monthly basis.
- To undertake adhoc requests and audits as required by the service and requested by IPPBF.
- The post holder may be required to deal with international and private patient referrals from other disciplines/ specialties and not just limited to Haematology, as and when necessary.
Job description
Job responsibilities
Main Duties and Responsibilities
Administrative Responsibilities:
- To be the main point of contact for private haematology patients throughout their pathway from first appointment to discharge, ensuring that referrers, GPs, patients and carers are kept well informed at every stage of the treatment journey.
- To register/ update patients details, ensuring that we have obtained, verified and scanned all photographic identification produced.
- To ensure that all patients sign a respective Letter of Undertaking in line with Trust policy and procedure. This is a prerequisite for all attendances and is in addition to verifying the financial status of patients.
- To update the private haematology patients database and keep track of all relevant treatment activities in the hospital.
- To check the private patient activities database on a daily basis and check all clinical systems to ensure that the admissions/ appointments are captured in Compucare.
- To make sure all procedures with correct procedure codes, admissions and appointments are captured in Compucare.
- To answer and deal with all telephone enquiries promptly and efficiently with tact and sensitivity, providing either an immediate response or referring on to other appropriate staff and/ or colleagues as circumstances dictate. These will include personal enquiries from patients and their relatives, as well as calls from GPs, clinicians, nursing and administrative staff. At all times the incumbent must be aware and understanding of the sensitive nature of calls.
- To process consultants dictation files via an external service provider and other relevant correspondence and documents as required.
- To follow relevant SOPs and protocols at every stage, in relation to activities in the office.
- To maintain a database of all patient enquiries, actions taken and outcomes of the enquiries.
- To work closely with the International & Private Patient Business Facilitator to oversee the processing of all new Haematology referrals into the private patient services.
- To coordinate all private patient activities in Haematology and communicate closely with the private patient team at Kings College Hospital, ensuring that all financial protocols are in place before arranging appointments/ admissions.
- To keep track of chemotherapy patients and update relevant consultants/ pharmacy team of the funding status of the chemotherapy drugs and other supportive drugs before such drugs are administered in the hospital or supplied to the patient.
- To keep track of self-funding patients and their treatment and to make sure adequate funds are held on account at all times throughout the treatment plan.
- To request and obtain LOG (Letter of Guarantee) from Embassies and pre-authorisation from insurance companies prior to the admissions/ appointments taking place with correct name (s) of the consultant(s) and treatment date.
- To ensure that referrals are sent and processed at MDMs through the MDT Coordinator, and be involved in direct co-ordination when required. To check the outcomes from MDMs and to action as appropriate.
- To be responsible for the prompt and accurate registration, booking and maintenance of patient data into both the private patient system (Compucare) and PIMS, including purchaser, procedure CCSD details and assigning each case to the correct contract.
- To be aware of the requirements of purchasers and process all appropriate paperwork in accordance with those requirements, including the obtaining of authorisations/letters of guarantee/proof of identity, where required.
- To work closely with other members of the service i.e. consultants, specialist nurses, diagnostic, inpatient and outpatient teams in Haematology and Guthrie as appropriate to ensure that relevant information regarding the patients condition/needs are communicated.
- To maintain a close relationship with the haematology consultants and provide them all administrative/ secretarial support for their private patient activities.
- To work closely with other professionals outside of the Trust, including senior consultants from other Trusts and from overseas hospitals.
- To liaise with Embassies regarding specific patient care, including first stage Letters of Guarantee for treatment to be provided.
- To organise, at times with short notice, procedures for patients outside of the Kings College Hospital site.
- To advise colleagues both inside and outside the Trust regarding referral protocols.
- To produce patient reports in a timely and efficient manner, in close liaison with the private patient invoicing team, the private inpatient coordinators and the Haematology Data Management team, so that extended inpatient stays can be authorised.
- To deal with purchase requests in respect of office supplies, raising purchase orders and dealing with other relevant procurement activities via the Trusts dedicated and approved procurement systems.
Systems and Data management:
- To ensure that the Data & Contracts Team are given all necessary information to facilitate costings and pre-authorisation of inpatient episodes. For example: type of procedure, CCSD code, expected length of stay.
- To contribute to the continuous development of information systems to improve data collection.
- To actively monitor patient pathways.
- To provide a monthly report in respect of referrals to the Haematology Service Manager, Data & Contracts manager and lead clinicians for discussion at Haematology meetings.
- To provide and analyse data in respect of referrals by referring Trusts and networks, for reporting to those Trusts and networks on a monthly basis.
- To undertake adhoc requests and audits as required by the service and requested by IPPBF.
- The post holder may be required to deal with international and private patient referrals from other disciplines/ specialties and not just limited to Haematology, as and when necessary.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent knowledge, skills and experience.
Desirable
- Working knowledge of hospital admin systems (PIMS, PACS, EPR or equivalent).
Knowledge
Essential
- Excellent computer literacy with good working knowledge of Windows and MS Office programmes.
Desirable
- Knowledge of medical terminology.
Skills
Essential
- Excellent communication skills in English, written and verbal, with all staff, patients and their relatives.
Desirable
- Ability to work under pressure within a cooperative multi-disciplinary team based working environment.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent knowledge, skills and experience.
Desirable
- Working knowledge of hospital admin systems (PIMS, PACS, EPR or equivalent).
Knowledge
Essential
- Excellent computer literacy with good working knowledge of Windows and MS Office programmes.
Desirable
- Knowledge of medical terminology.
Skills
Essential
- Excellent communication skills in English, written and verbal, with all staff, patients and their relatives.
Desirable
- Ability to work under pressure within a cooperative multi-disciplinary team based working environment.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
