Job responsibilities
The Laboratory Pathway Co-ordinator will provide a comprehensive administrative service to support and cover laboratory patient pathways and ensure the effective management of accurate and timely data to enable clinical decision-making at patient review and clinical meetings when required.
The post-holder will coordinate, proactively manage and track patients against various laboratory patient pathways.. They will escalate problems to clinical management in a timely manner so that remedial action can be taken where necessary to ensure TATs and targets are met.
Where appropriate the individual may manage a small team of staff, ensuring cover arrangements and support is available for the smooth running of the pathways. The individual will also provide cover to the laboratory in the specialities in most need of resources, especially in times of annual leave, sickness/absence,.
The post-holder will coordinate all aspects of the laboratory patient pathways in their specialty and be responsible for prioritising work, reviewing work practices, setting up, managing and ensuring effective running of clinical meetings when required. The post holder will ensure timely review of patients on laboratory pathways by escalating patients for clinical review. In addition the Laboratory Pathway Coordinator will be responsible for ensuring all patients on a pathway are monitored and tracked, for maintaining laboratorydatabases and trackers and ensuring information is communicated to the appropriate clinical and administrative staff within the department and Trust.
The post-holder will work across management teams and organisational boundaries.
Where appropriate the post-holder will supervise other laboratory administration staff and be responsible for appropriate supervisory and personnel arrangements.
3. ORGANISATIONAL CHART
4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY
The following component areas of the role should be used in conjunction with related laboratory policies and pathways such as TAROT and KSS.
Managing local laboratory Meetings
The post-holder will be responsible for (when required):
Coordination and management of the meetings ensuring that dates and venues for the weekly meetings are booked and that all relevant meeting members are aware of the details for the meetings.
Ensuring all new pathway patients are tracked and highlighted for discussion at meetings, when results etc are available.
Ensuring meeting members know which patients are listed for meeting discussion so they can prepare laboratory data results etc.
Ensuring that case notes, diagnostic test results, patient files audio/visual equipment etc., are available for each patient.
Ensuring an attendance register is kept, proformas outlining patient pathway options/decisions are completed.
Keeping orderly filing systems for documentation for review by the clinical team
Information / Data Collection
The post-holder will:
Collect and record patient information from Trust data recording systems and laboratory databases (e.g. pathology LIMS, BHLY , PPM database, local trackers and lists etc) to ensure the patients progress can be measured.
Ensure all relevant TATs are met.
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Ensure all clinical and pathway decisions outcomes from meetings and clinical review is entered onto the relevant trackers and databases to facilitate tracking.
Ensure key events are chased and recorded as soon as possible.
Ensure that relevant information and evidence required for the laboratory clinical scientist staff is available and updated regularly.
Tracking and Case Management
The post-holder will:
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 pathways and check daily to ensure that escalation points are adhered to.
Utilise reports in laboratory Databases and trackers to monitor patients and identify delays for action.
Ensure patients are booked into next events in line with laboratory and Trust policies, communicating with key personnel to action fast-tracking etc where required.
Highlight to senior operational staff in the laboratory for escalation, those patients whose progress is likely to fall outside the agreed timescales.
Ensure that patients who are suspended in line with local laboratory policy 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.
Escalation of Actions
The post-holder will:
Monitor the agreed timescales in the local 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
The post-holder will:
Identify breaches locally and report these to key staff within the laboratory
Ensure all breaches are identified and identified to senior clinical staff.
Communication
The post-holder will:
Gather information from various sources to ensure that the patient benefits from improved and speedier communication.
Communicate with key departments (clinical users, laboratory staff) to ascertain if actions taken and to update records and databases.
Organise, coordinate and present patient information to the local laboratory meeting and communicate aspects of policy requiring completion to clinical staff at these meetings.
Communicate information on the patients progress on laboratory pathways to CSU managers and other staff at tracking meetings to prevent breaches of TATs and targets
Liaise and communicate with other appropriate staffwithin the Trust as required.
Staff Management
Supervise administration staff(AfC3) (if required when working in the relevant CSU)) and undertake relevant supervisory requirements, such as an annual appraisal.
Contribute towards developing a co-operative and supportive team environment.
Train and supervise members of staff in all aspects of data capture and data management as necessary.
Ensure there is adequate cover during periods of absence in order to maintain a quality service.
Monitor and report attendance and take appropriate action where necessary.
Other Duties & Responsibilities
Responsible for organising meetings including taking and distributing minutes.
5. THE LEEDS WAY VALUES
Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All our actions and endeavours will be guided and evaluated through these values
Additionally, the following are core values which relate specifically to this post:
Commitment to principles of equality and diversity.
Commitment to delivering quality services.
Importance of maintaining confidentiality.
Honesty and integrity.
Commitment to providing a flexible and high quality administrative MDT support with a patient-focused approach to the role and responsibilities.
A professional approach to work, patients and colleagues.
Respect confidentiality in line with Trust and national guidance.
Commitment to maintain and improve quality of care in the application of their responsibilities and duties.
Commitment to the delivery of CSU and Trust objectives and key performance standards
Commitment to own personal and professional development as agreed with line manager.
6. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)
Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.
By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.
WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition.
7. INFECTION CONTROL
The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.
8. HEALTH AND SAFETY / RISK MANAGEMENT
All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system
9. EQUALITY AND DIVERSITY
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT
The jobholder must take responsibility in agree
