Job responsibilities
JOB PURPOSE/SUMMARY
The
post-holder is responsible for the coordination and the day to day management
of the Adult Haemopoietic Stem Cell Transplant Programme providing a
comprehensive administrative service to ensure the effective management of
accurate and timely data to enable clinical decision-making at Bone Marrow
Transplant (BMT) selection meetings, ward rounds and clinics. The programme
serves approximately 4 million people in the Yorkshire region.
Transplant
coordination is provided for 5 consultants. Approximately 60 - 65 allografts
in adults are performed annually. The post holder will be expected to meet
all scheduling and quality management deadlines and will work closely with
Bone Marrow Transplant (BMT) adult clinical and nursing staff as well as
laboratory and administrative staff to ensure optimal use of laboratory,
clinic, apheresis facility and ward capacity, escalating any issues to the
transplant lead.
The
post-holder will be the main contact for all internal departments and
external parties which includes clinical, nursing and administrative staff in
regional hospitals as well as a contact for Human Tissue Authority (HTA), The
Joint Accreditation Committee ISCT-Europe (JACIE), European Bone marrow
Transplant (EBMT) and British Society Bone Marrow Transplant (BSBMT)
organisations. The post holder will also liaise with National Health Service
Blood and Transplant (NHSBT) and Anthony Nolan donor registry to facilitate
the procurement and availability of stem cell and bone marrow
transplant.
The
post-holder will be able to work flexibly and be able to adapt to the
changing demands within the team, developing the post to suit the
requirements of the programme group and external regulating agencies
including the Anthony Nolan, NHSBT, HTA, JACIE, EBMT and BSBMT.
The
post-holder will be expected to develop a complete understanding of bone
marrow transplant organisation, including issues prior to and following
transplant.
The
post-holder will be expected to develop a complete understanding of bone
marrow transplant organisation, including issues prior to and following
transplant.
PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
The
post-holder will: Coordinate
all administrative aspects of the BMT patient and donor pathway and be
responsible for prioritising own workload, reviewing work practices and
ensuring information is communicated to the appropriate clinical, nursing,
laboratory and administrative staff within the Trust
Ensure
all referrals are actioned on receipt and arrange appropriate information and
documentation
to be provided to the patient prior to their Initial Visit Outpatient
Appointment (OPA)
Retrieve
necessary information from medical records, referring hospitals, clinicians,
other departments etc. for the purpose of medical assessment by the
clinicians of suitability of the patient for transplantation.
Ensure
any patient or donor related changes which effect arrangements are amended or
cancelled as appropriate to avoid incorrect or inappropriate procedures
occurring and avoid unnecessary or inappropriate financial costs to the
Trust.
Review of invoices, which require specialist
knowledge of the transplant pathway for each patient.
Responsible
for the checking of Anthony Nolan invoices against work requested, postponed,
cancelled or completed highlighting to the business manager any errors or
queries to avoid unnecessary or inappropriate financial costs to the Trust.
For example, verification of types of cells requested, testing at donor
centres, cancellation and postponement costs, shipping arrangements etc.
completion of this task requires detailed knowledge of the resources used for
each patient and cannot be satisfactorily verified by a second party without
specialised expertise.
Appropriate
coordination of transplant activity and rigorous checking of charges is a
high importance.
Complete
and submit documentation to the NHSBT regarding stem cell collections,
delivery, processing instructions and delivery arrangements to the transplant
ward- following directions from transplant consultant
Liaise
with Anthony Nolan (and other transplant registries / cord banks) by
completion of
documentation
and emailing of requests to facilitate the medical, medical clearance,
procurement and delivery of stem cells from donors (peripheral blood, bone
marrow, cord units) and donor lymphocytes ensuring all requests are time
appropriate for the pathway for the patient.
Liaise
with the laboratory team to ensure all local and HTA mandatory timescales are
met for infectious disease blood tests, stem cell donations and infusions.
Confirm
with the transplant consultant the required tests/procedures and assist with
scheduling these to ensure they are performed in a timely manner with the
results available for review prior to admission for transplant/donation.
Liaise
with Clinical Oncologists and radiotherapy booking office for booking of
Total Body Irradiation (TBI) treatment ensuring all requests are appropriate
to the pathway for the patients transplant.
Assist
the transplant lead in the training of haematology medical staff, e.g.
registrars, physicians associates and advance clinical practitioner i.e.
preparing induction packs and delivering induction presentations which
outline the administrative and logistical aspects of transplantation, both
locally and internationally.
Liaise
with Histocompatibility and Immunogenetics biomedical scientists to highlight
any urgent work to ensure completion of all necessary pre transplant tissue
typing and antibody screen results prior to patients admission for
transplant and donors for donation.
Liaise
with both patients and related donors providing a point of contact regarding
the organisation
of the administrative and logistical processes for transplant and donation.
Work across management teams and
organisational boundaries. Contribute
to CSU plans and developments; participate in the Peer Review process for
Haematology and JACIE accreditation.
Supervise
BMT administrative assistant and be responsible for annual appraisals,
training, up-skilling, appropriate supervisory and personnel arrangements
ensuring cover arrangements and support is available for the smooth running
of the BMT Programme coordination and also taking into account continuity
plans.
The
post holder will have responsibility as supervisor for the function of bone
marrow transplant coordination, development and delivery of a programme of
teaching to the BMT administration assistant as well as providing training on
transplant logistics to incoming medical and nursing staff (e.g. bone marrow
transplant registrars).
Assist
the transplant lead in the training of haematology medical staff, e.g.
registrars, physicians associates and advance clinical practitioner i.e.
preparing induction packs and delivering induction presentations.
Coordinate,
proactively manage and track patients throughout the BMT pathway, escalating
any problems to the transplant lead in a timely manner so that remedial
action can be taken where necessary
Adhere
to all internal and external transplant protocols and liaise with all
internal/external parties involved in the setup of transplant, in-patient
care and post-transplant out-patient care to ensure patient care is not
compromised
Attend
relevant meetings i.e. BMT Journal Club, Department meetings, Governance
meetings, NHS England BMT service specifications meetings
Application
of local Trust and NHS Policies, practices and procedures associated with the
role of BMT Programme Coordinator i.e. data protection, confidentiality
Communicate
and discuss key actions with all levels and disciplines of staff, within and external
to LTHT In
conjunction with the BMT Clinical Nurse Specialists, coordinate
post-transplant treatments such as donor lymphocyte infusions.
The
post-holder will on a daily basis be required to make judgements on complex
situations, for example:
Rearranging donor and patient
slots, accounting for the stem cell collection and transport logistics, bed
availability, radiotherapy slots, variations between regimens etc. in order
to maximise quality and optimise resource utilisation. This additionally has a significant
financial impact as it determines the number of transplants which can be
delivered by the programme per financial year.
Preparation of potential plans for
alternate transplant options and offering advice on logistics to allow the
clinical team to make decisions about donor selection, timing, further
chemotherapy etc. in the face of the competing requirements of internal and
external parties. Ensure any patient or donor related changes which effect
arrangements are amended or cancelled as appropriate to avoid incorrect or
inappropriate procedures occurring and avoid unnecessary or inappropriate
financial costs to the Trust.
The
post-holder will oversee planning and organisation of a range of complex
activities - each transplant pathway is a complex activity necessitating
medium-term planning, organisation of multiple other departments and
organisations, as described above.
Managing
the BMT Programme Transplant Selection Meetings
The
post-holder will:
Be
responsible for the coordination and management of the BMT Programme
Transplant
Selection
Meetings ensuring that dates and venues for the weekly meetings are booked
for the full year and that all Multi-Disciplinary Team members are aware of
the details for the meetings.
Organise,
coordinate and present patient information to the weekly BMT Programme
Transplant Selection meeting and communicate aspects of care requiring
completion to clinical, nursing, laboratory and administrative staff at these
meetings.
