Job summary
Patient administration is critical to supporting clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.
The post holder has responsibility for managing the provision of a professional, comprehensive, efficient and effective administrative service, within Pelvic Pain Physiotherapy team.
Main duties of the job
- Maintain oversight on all administrative tasks within the Pelvic Pain Physiotherapy team.
- Respond to communication and queries including email, face to face and over the telephone in a timely manner.
- Use the Trust IT systems ( for example EPR, PACS etc.) to register patients, make outpatient appointments, produce end of treatment letters as appropriate, ensure that patient details are correct and check in / check of outpatient appointments as instructed.
- Ensure the administrative team are booking relevant appointments in line with the 18-week referral to treatment (RTT) pathway and escalate to the B8a patients close to breech.
- Actively manage the Patients Missing Follow Up List and Patient Initiated Follow-Up List ensuring that those requiring appointment booking or discharge are processed accordingly
- Actively manage the Patient Initiated Follow-up Pathway, removing patients when appropriate
- Provide appropriate training and supervision to the Band 3 administrative roles.
- Contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
- Undertake daily administrative tasks e.g. collating of patient statistics, ScanIt, electronic filling, photocopying and booking interpreters.
- To lead with producing meeting agendas, using points highlighted by staff members and lead with minute writing in departmental meetings.
About us
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.
We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
In 2023NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles
Oxford University Hospitals promotes a safe, respectful hiring environment.
If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.
Job description
Job responsibilities
Pathway administration
- Supporting the 8a Physiotherapist in Pelvic Pain Physiotherapy to manage the Band 3 administrative roles
- Maintain oversight on all administrative tasks within the Pelvic Pain Physiotherapy team.
- Delegate appropriate workload in line with Pelvic Pain Physiotherapy service priorities.
- Provide appropriate training and supervision to the Band 3 administrative roles.
- Provide administrative support to clinical staff, junior administrative staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
- Ensure all incoming communication is opened and prioritised, including electronic correspondence, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the clinical staff.
- Ensure the administrative team are fully supporting patients by booking relevant appointments in line with the 18-week referral to treatment (RTT) pathway.
- Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, escalating and intervening where necessary to expedite appointments and procedures to avoid breaches.
- Support maintenance of an accurate notes system, ensuring letters, emails, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
- Follow the tracking procedure for the movement of all patient records.
- Update patient details on EPR and other Trust and departmental record systems as appropriate.
- Actively manage the Patients Missing Follow Up List and Patient Initiated Follow-Up List ensuring that those requiring appointment booking or discharge are processed accordingly.
- Actively manage the Patient Initiated Follow-up Pathway, removing patients when appropriate.
- Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these.
- Ensure the administrative team and acting upon queries from referrers, patients and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic hospital procedures and terminology.
- Creating and developing diary builds to reflect the needs of the service alongside Band 8a physiotherapist.
General administrative duties
- Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.
- To appropriately and sensitively manage patients who have high levels of anxiety and aggression (for example caused by pain, difficult child deliveries or limited mobility).
- Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical and administrative staff.
- Respond to communication and queries including email, face to face and over the telephone in a timely manner.
- Maintain patient confidentiality at all times.
- Use the Trust IT systems ( for example EPR, PACS etc.) to register patients, make outpatient appointments, produce end of treatment letters, ensure that details are correct, check in / check of outpatient appointments as instructed.
- Assist with the processing of new referrals.
- Contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
- Attend departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and trust procedures.
- Act in a manner aligned to our Trust values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.
- Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade.
1. Undertake daily administrative tasks e.g. collating of patient statistics, ScanIt, electronic filling, photocopying andbooking interpreters.
- To assist with the monitoring of stocks of equipment (e.g. crutches, clinical supplies and office supplies)
- To input data onto databases as required, using Word or Excel as appropriate.
- Assist with the development of Electronic Patient Record templates as required.
- To lead with producing meeting agendas, using points highlighted by staff members, and lead with minute writing in departmental meetings.
- Liaise with IT service on behalf of the Pelvic Pain Physiotherapy team as required.
- Liaise with letter production on behalf of the Pelvic Pain Physiotherapy team as required when problems and concerns arise or updates required.
Job description
Job responsibilities
Pathway administration
- Supporting the 8a Physiotherapist in Pelvic Pain Physiotherapy to manage the Band 3 administrative roles
- Maintain oversight on all administrative tasks within the Pelvic Pain Physiotherapy team.
- Delegate appropriate workload in line with Pelvic Pain Physiotherapy service priorities.
- Provide appropriate training and supervision to the Band 3 administrative roles.
- Provide administrative support to clinical staff, junior administrative staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
- Ensure all incoming communication is opened and prioritised, including electronic correspondence, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the clinical staff.
- Ensure the administrative team are fully supporting patients by booking relevant appointments in line with the 18-week referral to treatment (RTT) pathway.
- Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, escalating and intervening where necessary to expedite appointments and procedures to avoid breaches.
- Support maintenance of an accurate notes system, ensuring letters, emails, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
- Follow the tracking procedure for the movement of all patient records.
- Update patient details on EPR and other Trust and departmental record systems as appropriate.
- Actively manage the Patients Missing Follow Up List and Patient Initiated Follow-Up List ensuring that those requiring appointment booking or discharge are processed accordingly.
- Actively manage the Patient Initiated Follow-up Pathway, removing patients when appropriate.
- Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these.
- Ensure the administrative team and acting upon queries from referrers, patients and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic hospital procedures and terminology.
- Creating and developing diary builds to reflect the needs of the service alongside Band 8a physiotherapist.
General administrative duties
- Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.
- To appropriately and sensitively manage patients who have high levels of anxiety and aggression (for example caused by pain, difficult child deliveries or limited mobility).
- Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical and administrative staff.
- Respond to communication and queries including email, face to face and over the telephone in a timely manner.
- Maintain patient confidentiality at all times.
- Use the Trust IT systems ( for example EPR, PACS etc.) to register patients, make outpatient appointments, produce end of treatment letters, ensure that details are correct, check in / check of outpatient appointments as instructed.
- Assist with the processing of new referrals.
- Contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
- Attend departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and trust procedures.
- Act in a manner aligned to our Trust values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.
- Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade.
1. Undertake daily administrative tasks e.g. collating of patient statistics, ScanIt, electronic filling, photocopying andbooking interpreters.
- To assist with the monitoring of stocks of equipment (e.g. crutches, clinical supplies and office supplies)
- To input data onto databases as required, using Word or Excel as appropriate.
- Assist with the development of Electronic Patient Record templates as required.
- To lead with producing meeting agendas, using points highlighted by staff members, and lead with minute writing in departmental meetings.
- Liaise with IT service on behalf of the Pelvic Pain Physiotherapy team as required.
- Liaise with letter production on behalf of the Pelvic Pain Physiotherapy team as required when problems and concerns arise or updates required.
Person Specification
Pelvic Pain Patient Pathway Coordinator
Essential
- Good general level of education (e.g. 5 GCSEs grade C or above or equivalent)
- Previous admin/secretarial experience
- Previous experience of managing others
- Organisational and time management skills
- Excellent communication skills both written and verbal
- Ability to cope effectively under pressure
- Ability to design and maintain spreadsheets
- Up-to-date experience of MS Office
- Ability to work independently, but also as a member of a team
- Excellent interpersonal skills
- Able to demonstrate initiative
- Ability to work to tight deadlines and prioritise own and others workload
Desirable
- EPR trained
- Ability to accurately document meeting minutes
- Evidence of team working
- Evidence of communicating with patients who may experience distress
- Knowledge of medical terminology
- Previous experience within the NHS/public sector
- Evidence of communicating with patients who may experience distress
Person Specification
Pelvic Pain Patient Pathway Coordinator
Essential
- Good general level of education (e.g. 5 GCSEs grade C or above or equivalent)
- Previous admin/secretarial experience
- Previous experience of managing others
- Organisational and time management skills
- Excellent communication skills both written and verbal
- Ability to cope effectively under pressure
- Ability to design and maintain spreadsheets
- Up-to-date experience of MS Office
- Ability to work independently, but also as a member of a team
- Excellent interpersonal skills
- Able to demonstrate initiative
- Ability to work to tight deadlines and prioritise own and others workload
Desirable
- EPR trained
- Ability to accurately document meeting minutes
- Evidence of team working
- Evidence of communicating with patients who may experience distress
- Knowledge of medical terminology
- Previous experience within the NHS/public sector
- Evidence of communicating with patients who may experience distress
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.
