Job responsibilities
Liaise with Patient Services Department to ensure all patients have a booked first appointment, investigation and procedure.
Record details of patients referred via other routes other than General Practitioners and add to the PTL database. Report to the Service Delivery Manager any deviations from process.
Manage processes that inform GPs of patients diagnosis, decisions made at outpatient appointment etc.
To administer entry into the database according to guidelines and monitoring milestones
Undertake relevant validation corrections to database to allow upload to 18 week waiting times
Submit the required reports in the given format and according to 18 week waiting times deadlines. Ensuring accuracy at all times.
Ensure data is entered in a timely manner, checking accuracy and detail at all times.
Negotiate with all clinical and administrative personnel, within the Trust and tertiary centres to establish good working relationships in order to improve the co-ordination of the patient journey.
Participate in weekly tracking meetings with Service Delivery Manager, highlighting any issues with patient pathways which may cause them to exceed waiting times targets.
Maintain patient tracking logs by updating appointments, clinic outcomes, results, updates from other Trusts and steps in patient journeys on a daily basis.
Send all relevant patient information, using secure email/fax and scanning facilities.
PTL co-ordination
Participate as a core member of the relevant specialty
Ensure patients diagnoses, investigations, management and treatment plans are completed and added to the patients notes.
Facilitate and co-ordinate autonomously, the functions of the tracking meetings.
Ensure there is clear definition of roles and responsibilities for tracking members, by liaising with the Service Delivery Manager.
Ensure the appropriate proportions of patients are discussed at PTL meetings.
Type reports of PTL outcomes and long term plans as advised by Clinical Leads for specialties. Ensure these records are then filed according to Department policy.
Ensure requests are actioned post-PTL. This will include booking of investigations and appointments, and liaising with other departments and Trusts.
Ensure lists of patients to be discussed at PTL meetings are prepared and distributed in advance.
Ensure team members or their deputy are advised of meetings and any changes of date, venue.
Co-ordinate attendance and apologies lists, for PTL.
To be responsible for the compilation and the availability of all necessary records (i.e. case notes, x-rays, test results) for the patients to be discussed at the PTL meeting.
To provide cross-functional cover for all PTL meetings.
Liaise with clinical teams to ensure new 18 week patients are tracked for discussion.
To have an expert knowledge of the video-conferencing facility, providing support to other personnel, as required. Set up and maintain link to other Trusts during PTL meetings by liaising with pathway co-coordinators at partner Trusts
Audit and clinical governance
Undertake demand and capacity studies where appropriate, as directed by Service Delivery Manager.
Report changes to PTL on a weekly basis.
Ensure all data collection and recording of data is completed accurately for the allocated specialties.
Establish effective communication networks with clinicians and other members of the multidisciplinary team and actively participate in development and change to any systems.
Actively contribute to 18 week pathway review visits.
Assist the Service Delivery Manager in reporting regularly to the lead clinician/trust on compliance/noncompliance of standards.
Record attendance at weekly PTL meetings
Take minutes at the PTL meetings, type notes back in the required format and distribute to all concerned.
Maintain records of all issues discussed at the PTL meetings
Communication and Relationships
The post holder is required to work alongside and under the supervision of the Clinical Support Team Leader and Service Manager.
Ensure regular communication with clinical teams, Service Manager, Lead Clinicians, CNS Team and support services. i.e. radiology, pathology, out-patients, using email, telephone, face to face and in writing as required.
The post holder must be competent in word processing and basic spreadsheet skills.
The post holder is required to monitor and input data daily regarding the patient journey. They will be required to analyse the data to assess if targets may be at risk of being breached, taking actions to eliminate a breach in targets.
The post-holder will participate in weekly tracking meetings, highlighting any issues with patient pathways which may cause them to breach waiting times
To assist the clinical team in ensuring positive patient experience is central to the patient pathway.
They will be a key point of contact for patients and will be required to ensure patients are given appointments within target times and information regarding scans and other tests are available. The will be required to communicate with patients regarding their appointments and queries and this must be done in a professional and sensitive manner.
Data Management
The post holder is responsible for ensuring that RTT pathway is up to date and has been completed correctly.
The post holder will meet regularly if required with the Clinicians or clinical nurse specialists to validate the status of the patient pathway
The post holder must ensure that all patient identifiable information is stored securely on the network drive.
Administrative Coordination
The post-holder is required to provide administrative support for meetings, on a regular basis.
The post-holder will be responsible for the compilation and the availability of all necessary records (i.e. notes, imaging and investigations) for management and clinicians as required
The post-holder will be required to ensure all steps in the patient pathway are expedited - this will include, but not limited to, ensuring investigations and appointments are booked, and liaising with other departments and Trusts and liaison with the Lead Clinician and Service Manager
To ensure all letters are typed and filed into relevant notes to ensure smooth pathway for the patient
The post-holder must communicate professionally with the Clinical team at all times, whilst maintaining a good working relationship.
The post-holder is responsible for prioritizing their own workload in order to ensure that all waiting times standards are met.
The post-holder will be required to use a computer daily to record data and produce documentation and use Trust IT systems and specialty databases to ensure relevant and accurate information is recorded
Monitor and investigate patient DNAs, communicating results to the consultants and service managers as appropriate
Undertake general typing duties e.g. clinical letters, references, medical reports, ad-hoc letters as required
Undertake general office admin duties including, filing, scanning, copying, meeting arrangements and room bookings etc
Ensure clinical correspondence has been completed and processed.
Audit and clinical governance
The post-holder will be required to assist in supplying information for demand and capacity studies where appropriate, as directed by the Service Management team.
The post-holder will be required to assist the Clinical Support Team in reporting regularly on compliance/noncompliance of standards
Assisting with service improvement
The post-holder will be required to assist the Service Management team in identifying areas of improvement.
Other Aspects of the Role
The post holder will be required to adopt a professional attitude at all times, communicating at various levels.
They will be required to have an ability to work under pressure, in stressful situations ensuring targets are met and adhered to.
The post holder must be prepared to deal with challenging situations when working towards targets
The post-holder will be required to be aware of Information Governance issues
