Job summary
Patient Pathway and admin coordinator for CFS, Microbiology, Phlebotomy and Transport Services
Full time Mon to Fri - 37.5 hours per week - 12 months Fixed Term Contract
Based in a specialty clinical team, the post holder will be the point of contact for all administrative and clerical issues relating to patients' pathway of care, tracking and supporting them from referral to treatment &/or discharge.
The postholder will provide a patient focused service that supports clinical staff in the provision of efficient integrated pathways that enable the best use of resources and ensure that patients are fit, willing and able to be treated and that they are treated in the right place, by the right person, at the right time.
The post holder will ensure high levels of patient care and will ensure clinician satisfaction by being an accessible, customer focused and knowledgeable point of contact.
Main duties of the job
To work as part of a clinical team ensuring that patients are admitted efficiently for Outpatient appointments, pre-admission appointments, investigative treatments, diagnostic procedures and inpatient and day case operations within national guidelines and in accordance with the trust's Patients Access, Booking and Choice Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules. Ensure 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) including ERS within one working day of receipt/decision to treat.
About us
St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey.Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).
After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.
Job description
Job responsibilities
Pathway Processes
To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient attendances and 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.
When necessary in conjunction with Medical Records ensure all patients records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports, obtaining results from external organisations/healthcare providers and preparing them and patients records for review by clinicians as required.
Facilitate completion of prior approval/exceptional treatment forms prior to patients attendance and/or admission in line with South West London Effective Commissioning Initiative
To liaise with clinical staff to ensure that specialist equipment is available, where required, and that clinical teams (e.g. ward, outpatient department etc.) are aware of patients with specialist needs.
Contribute to quality and cost improvement/ CQUIN initiatives to improve services.
Facilitate the timely production and dissemination of all patient and healthcare professional correspondence, including clinical correspondence and discharge summaries, to achieve quality measures.
Ensure that all patients are scheduled in accordance with outpatient, diagnostic and inpatient/day case waiting time targets and that attendance/admissions information is accurately recorded on all appropriate databases, including, but not limited to, iPM, iCM, PACS etc.
To arrange translation services, in liaison with the appropriate departmental manager, as required. This may include foreign language &/or sign language translation. Ensure that such services are available for the period of patient attendance &/or admission as appropriate.
To maintain an efficient system for the tracking of healthcare records and X-rays. This includes ensuring patients records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports etc. and preparing them and patients records for review by clinicians. The postholder will keep the computer tracking system updated, ensuring that any medical notes in your possession are kept in numerical or alphabetical order and that they are kept in a non-public area and that all patient documentation is filled in patients notes &/or transferred to appropriate ward, medical records &/or other departments as required
To liaise with Clinical Coding Department to ensure that medical records are accurately and promptly coded following all admissions.
Phlebotomy coordination
- To co-ordinate and validate the activities of the routine blood collection services across outpatient, inpatient, GP Surgeries and clinics and the provision of an extensive Home blood collection Domiciliary service.
- To set and maintain high standards of patient care and blood sample collection.
- To competency assess team against set criteria frameworkto ensure that blood samples from patients are taken in a manner that makes the blood sample suitable for analytical, therapeutic or diagnostic testing and purpose.
- To effectively manage contingencies that arise during the day to day running of phlebotomy services.
- To co-ordinate and participate in the training of phlebotomists.
- To participate in people governance procedures such as staff recruitment and appraisal and attendance management.
- To prepare and check staff rotas, attendance, staff wages and overtime claims.
To Co-ordinate the stock and non-stock ordering for phlebotomy
Job description
Job responsibilities
Pathway Processes
To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient attendances and 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.
When necessary in conjunction with Medical Records ensure all patients records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports, obtaining results from external organisations/healthcare providers and preparing them and patients records for review by clinicians as required.
Facilitate completion of prior approval/exceptional treatment forms prior to patients attendance and/or admission in line with South West London Effective Commissioning Initiative
To liaise with clinical staff to ensure that specialist equipment is available, where required, and that clinical teams (e.g. ward, outpatient department etc.) are aware of patients with specialist needs.
Contribute to quality and cost improvement/ CQUIN initiatives to improve services.
Facilitate the timely production and dissemination of all patient and healthcare professional correspondence, including clinical correspondence and discharge summaries, to achieve quality measures.
Ensure that all patients are scheduled in accordance with outpatient, diagnostic and inpatient/day case waiting time targets and that attendance/admissions information is accurately recorded on all appropriate databases, including, but not limited to, iPM, iCM, PACS etc.
To arrange translation services, in liaison with the appropriate departmental manager, as required. This may include foreign language &/or sign language translation. Ensure that such services are available for the period of patient attendance &/or admission as appropriate.
To maintain an efficient system for the tracking of healthcare records and X-rays. This includes ensuring patients records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports etc. and preparing them and patients records for review by clinicians. The postholder will keep the computer tracking system updated, ensuring that any medical notes in your possession are kept in numerical or alphabetical order and that they are kept in a non-public area and that all patient documentation is filled in patients notes &/or transferred to appropriate ward, medical records &/or other departments as required
To liaise with Clinical Coding Department to ensure that medical records are accurately and promptly coded following all admissions.
Phlebotomy coordination
- To co-ordinate and validate the activities of the routine blood collection services across outpatient, inpatient, GP Surgeries and clinics and the provision of an extensive Home blood collection Domiciliary service.
- To set and maintain high standards of patient care and blood sample collection.
- To competency assess team against set criteria frameworkto ensure that blood samples from patients are taken in a manner that makes the blood sample suitable for analytical, therapeutic or diagnostic testing and purpose.
- To effectively manage contingencies that arise during the day to day running of phlebotomy services.
- To co-ordinate and participate in the training of phlebotomists.
- To participate in people governance procedures such as staff recruitment and appraisal and attendance management.
- To prepare and check staff rotas, attendance, staff wages and overtime claims.
To Co-ordinate the stock and non-stock ordering for phlebotomy
Person Specification
Qualification
Essential
- Good general education with GCSE or equivalent in English at grade C or above.
- Typing qualification
Desirable
- ECDL
- NVQ level 3 in Business Administration or Customer Care of equivalent.
Experience
Essential
- Experience of using a full range of IT/Patient administration systems including excellent typing skills. 60/70 wpm
- Experience of patient administration work in a healthcare setting
Desirable
- A minimum of one year's experience working in a similar role in a hospital/health care setting.
- Medical Secretarial experience
Skills
Essential
- Experience dealing with customer complaints and customer care.
- The ability to prioritise tasks effectively without direct supervision.
- Typing skills and the use of any dictation, voice recording systems for down loading, typing or outsourcing
Knowledge
Essential
- Knowledge of NHS service provision including the pathway of care
- Knowledge of healthcare administrative systems and processes
- Understanding of medical terminology
- Knowledge of databases, spreadsheets e.g. PAS, Excel or similar applications
- Computer literate, with experience of using a keyboard.
Person Specification
Qualification
Essential
- Good general education with GCSE or equivalent in English at grade C or above.
- Typing qualification
Desirable
- ECDL
- NVQ level 3 in Business Administration or Customer Care of equivalent.
Experience
Essential
- Experience of using a full range of IT/Patient administration systems including excellent typing skills. 60/70 wpm
- Experience of patient administration work in a healthcare setting
Desirable
- A minimum of one year's experience working in a similar role in a hospital/health care setting.
- Medical Secretarial experience
Skills
Essential
- Experience dealing with customer complaints and customer care.
- The ability to prioritise tasks effectively without direct supervision.
- Typing skills and the use of any dictation, voice recording systems for down loading, typing or outsourcing
Knowledge
Essential
- Knowledge of NHS service provision including the pathway of care
- Knowledge of healthcare administrative systems and processes
- Understanding of medical terminology
- Knowledge of databases, spreadsheets e.g. PAS, Excel or similar applications
- Computer literate, with experience of using a keyboard.
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.
