IBD MDT Coordinator, Gastro

Job description

Job responsibilities

To be fully conversant with patient pathways and to ensure that patients are treated equitably, reaching targets for first appointments, diagnostic tests and treatment within relevant times scales.

To liaise with other MDT coordinators and across the Trust to monitor the coordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations are carried out in a timely manner.

To work closely with clinicians, specialist nurses, secretaries and all members of the Multi-Disciplinary Team (MDT) across Gastroenterology to ensure that suspected and diagnosed IBD patients are actively managed through patient pathways.

Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.

For all tertiary referrals, responsible for the provision of the Inter Provider Transfer Minimum Data Set within 48 hours of referral.

For all internal C2C referrals, responsible for raising C2C form and submitting it to appropriate specialty within 48 hours of referral.

To ensure that appropriate requests for investigations are managed in a timely fashion. If diagnostic delays occur or appear imminent it is the responsibility of the post holder to escalate to the relevant manager.

To be aware of staff and events which may impact on the patient pathway and escalate as appropriate.

To inform the assistant service manager of any potential delays or breaches of the waiting time targets according to Trust escalation policy.

To provide support to the team to ensure continuous development, implementation and monitoring of changes to the patient pathway

1. MDT meetings

Prepare the weekly MDT by completing proformas including all test results as required to ensure patients are discussed at the weekly MDT.

Ensure all recommendations from the MDT and its outcomes are recorded on the Evolve immediately after the MDT and are actioned accordingly.

To produce the list of all patients to be discussed at the MDT and distribute to MDT members prior to the meeting and after the meeting circulate a list of all patients discussed indicating main conclusion from the meeting.

1. Audit

Carry out local audits as required ensuring a continuous cycle of service improvement

Support the participation in network and national audits including governance audits

1. Administration

Working in a team environment to provide appropriate support/advice to other secretarial/clerical staff as necessary

Participate in the updating of the Standard Operating Processes

To undertake any other reasonable duties as directed by the members of the Gastroenterology/IBD clinical & non-clinical teams.

Assist the Assistant Service Manager in the development and refinement of all MDT and IBD service improvements.

To respect confidentiality on any matter concerning a patient arising during the course of duty and not to disclose such information at any time to unauthorised persons.

General office duties including filing, photocopying, scanning & answering the phones.

Provide a fast and accurate clinical correspondence secretarial/admin service with proficient use of appropriate software and systems to meet the required Trusts standard of work. As appropriate, prepare straightforward replies and requests for consultant teams.

Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service. Once letters are approved by clinicians, send-off (electronically or by post).

To use new working systems within the Clinical Office to promote an efficient service, i.e. Dictate IT, E-RS, Docman, Evolve, PAS, CRIS, ICE & the storage of appropriate information electronically on shared drives.

Ad-hoc retrieval of medical records/investigation results relating to patient/GP/Consultant enquiries, liaising with all staff concerned with patient services as necessary i.e. medical nursing, medical records, pathology, histology and management

Provides first point of contact for written and telephone queries on behalf of consultants and teams, using judgement to establish validity and priority of the contact.

Responsible for dealing with enquiries from patients, (written and via telephone/email) relatives, wards, GPs and various external agencies, providing information and taking appropriate action as required whilst ensuring patient confidentiality at all times.

Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.

Ensure that all results are checked by the Consultant and then filed in the appropriate medical records or forwarded to other parties as required.

Attend relevant departmental meetings and provide Secretarial services as required e.g. booking venues, typing accurate minutes and agendas and circulating documentation as required.

Exercise independent judgement and initiative when problems arise, taking the necessary actions to resolve the problems or referring to the appropriate person.

When required, chase up responses to complaints within optimum deadlines and forward to the correct party within the Trust. To ensure patient complaints and internal information governance failings are logged onto the Datix system.

To take an active part in Progress & Development Reviews and to maintain and update Personal Development Folder in accordance with Agenda for Change.

Participate in Trust training courses as appropriate to ensure skills and knowledge are maintained

Support and assist in the implementation of any relevant Trust and Directorate policies on behalf of the Consultant team.

Responsible for training clinical staff in the use of dictating machines, clinic outcome forms and any other protocols relevant to the department.

Responsible for ensuring copies of clinic letters are available in notes/ Evolve for booked operations.

Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.

Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.

To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.

Establish good levels of communication and liaison with other secretaries, medical staff and other departments and hospitals.

Undertake all mandatory training as required by the Trust, inc RTT suite training.

Person Specification

Skills

Essential

• You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
• Able to prioritise work
• Able to use initiative and judgement when dealing with day to day issues and queries.
• Able to deal sensitively with all contacts and be able to maintain confidentiality.

Desirable

• Knowledge and experience of the NHS.
• Knowledge of Computer systems.

Education

Essential

• GCSE English and Maths grade C or equivalent

Desirable

• Good IT skill's

Experience

Essential

• Previous administration experience

Desirable

• Knowledge and experience of the NHS.

Attitude, behavious and values

Essential

• Always put patients first
• Takes pride in their work and team
• Willing and able to take personal responsibility
• Flexible in the attitudes and behaviours to support team working and delivery of objectives
• Respects, values and cares for others.

Other requirments

Essential

• Team player
• Able to work to deadlines
• Flexible approach to work load

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.

Employer details

Employer name

Ashford & St. Peter's Hospitals NHS Foundation Trust

Address

St Peters Hospital

Guildford Road

Chertsey

KT16 0PZ

Employer's website

https://www.ashfordstpeters.nhs.uk/ (Opens in a new tab)