Job summary
An exciting opportunity has arisen for a band 4 within the Immunology and Allergy Department for a fixed term band 4 pathway coordinator
The Patient Pathway Coordinator is responsible for overseeing all aspects of the patient pathway, from referral to treatment and follow up care.
The key tasks respectively involve managing the outpatient waiting list for the Allergy Department operating at Southmead Hospital, in accordance with Government Access Targets and Trust's Patient Access Policy. To ensure efficient and effective use of available resources.
Main duties of the job
To manage the waiting list and co-ordinate appointments with the outpatient department and in house.
To play a central role within these services and to work in close liaison with colleagues, staff in other departments, GPs, patients and the general public.
To exercise initiative, independent judgment and decision making with situations arising from the duties described below to ensure an effective, high quality service.
Logging patient calls, recording referrals, supporting the booking outpatient appointments, and checking patients out on the Lorenzo PAS (Patient Administration System) to ensure appropriate income generation; to ensure accurate RTT and income data.
The role requires good problem solving skills and the ability to prioritise work load.
About us
Physical Effort:
Will be required to use PC frequently throughout working day.
Mental Effort:
Working in a busy and frequently interrupted environment, whilst also maintaining a high level of accuracy and attention to detail.
Will be required to work with Performance & Ops Manager & AGM to design and implement larger scale projects.
Unpredictable and frequent interruptions
Emotional Effort:
Will be involved in face to face and telephone contact with patients.
This requires empathy and understanding of the distress patients may experience living with long term chronic illness and the need for hospital treatment.
Working Conditions:
A busy and demanding clinical and office area.
Job description
Job responsibilities
- To work as part of a clinical team ensuring that patients are Booked for appointments efficiently for treatments, diagnostic procedures within national guidelines and in accordance with the trusts Patients Access Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules.
- To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient admissions. This includes maintaining accurate computerised and manual records, inputting registration and waiting list data onto the trusts computer systems and ensuring that all patient records are kept up to date with any details relevant to the patients attendance and/or admission.
- As appropriate, schedule new or follow-up outpatient appointments, ensuring that patients are informed, with reasonable notice, and that all relevant paper work is completed for given appointment. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s)
- Provide administrative support to consultant/clinical teams including the management of clinicians diaries/timetables. Confirmation of consultants timetables to ensure that appropriate cover is available for all clinical sessions.
- To liaise with partner organisations to assist facilitate the treatment of patients. This includes liaison with primary, secondary and tertiary care providers. Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to warrant that patients are treated in accordance with elective waiting time standards.
- To ensure that funding has been authorised for identified procedures prior to booking a patient for appointments.
- To ensure that kit necessary for procedures has been identified.
- To cancel patient appointments &/action DNA's as requested and ensure that they are rescheduled in accordance with Trust policy. Accurately record all cancellations and cancellation reasons
- Regular communication with consultant teams, clinical staff and directorate management to enable efficient processes.
- Be aware of correct booking processes which are being followed
- Be aware of the needs and concerns of patients and to provide a friendly, efficient service to the patients. Use effective listing/communication skills when dealing with potentially distressed or bereaved patients and/or relatives. Use empathetic approach to patients and/or relatives seeking assistance from clinical staff/senior managers as appropriate.
- Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate. This will include enquiries from patients, their GPs and community hospitals.
- Provide cover for colleagues across the specialty/clinical directorate during periods of planned annual leave and sickness.
- To undertake additional administrative tasks and responsibilities within the specialty/clinical division as required by [the division or assistant general manager].
- Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy, taking appropriate account of patients rights and diversity and ensuring fair access to services.
- The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job
Job description
Job responsibilities
- To work as part of a clinical team ensuring that patients are Booked for appointments efficiently for treatments, diagnostic procedures within national guidelines and in accordance with the trusts Patients Access Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules.
- To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient admissions. This includes maintaining accurate computerised and manual records, inputting registration and waiting list data onto the trusts computer systems and ensuring that all patient records are kept up to date with any details relevant to the patients attendance and/or admission.
- As appropriate, schedule new or follow-up outpatient appointments, ensuring that patients are informed, with reasonable notice, and that all relevant paper work is completed for given appointment. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s)
- Provide administrative support to consultant/clinical teams including the management of clinicians diaries/timetables. Confirmation of consultants timetables to ensure that appropriate cover is available for all clinical sessions.
- To liaise with partner organisations to assist facilitate the treatment of patients. This includes liaison with primary, secondary and tertiary care providers. Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to warrant that patients are treated in accordance with elective waiting time standards.
- To ensure that funding has been authorised for identified procedures prior to booking a patient for appointments.
- To ensure that kit necessary for procedures has been identified.
- To cancel patient appointments &/action DNA's as requested and ensure that they are rescheduled in accordance with Trust policy. Accurately record all cancellations and cancellation reasons
- Regular communication with consultant teams, clinical staff and directorate management to enable efficient processes.
- Be aware of correct booking processes which are being followed
- Be aware of the needs and concerns of patients and to provide a friendly, efficient service to the patients. Use effective listing/communication skills when dealing with potentially distressed or bereaved patients and/or relatives. Use empathetic approach to patients and/or relatives seeking assistance from clinical staff/senior managers as appropriate.
- Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate. This will include enquiries from patients, their GPs and community hospitals.
- Provide cover for colleagues across the specialty/clinical directorate during periods of planned annual leave and sickness.
- To undertake additional administrative tasks and responsibilities within the specialty/clinical division as required by [the division or assistant general manager].
- Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy, taking appropriate account of patients rights and diversity and ensuring fair access to services.
- The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job
Person Specification
Experience
Essential
- Experience managing NHS Waiting List & RTT
Desirable
- Medical Secretary Experience
Person Specification
Experience
Essential
- Experience managing NHS Waiting List & RTT
Desirable
- Medical Secretary Experience
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
