Patient Pathway Coordinator

Job description

Job responsibilities

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 Southwest 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, iClip, CITO, PACS etc. To monitor their inpatient and outpatient waiting list using LUNA to track the patients pathway.

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 post holder 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.

Multi-disciplinary working

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.

As appropriate, to notify GPs via telephone and email of attendance outcomes and diagnostic results. To liaise with GP practices to ensure that patients have received all appropriate treatment and are fit, willing and able to attend for treatment.

Liaise with clinical/diagnostic teams to ensure that all diagnostic appointments are booked within an appropriate timescale and results are available.

Customer Care/ General Administration

Provide information service for elective patients (including distressed and anxious patients/relatives as required). Be aware of the needs and concerns of patients and provide a friendly, efficient and courteous service to patients, relatives and visitors, providing them with advice and information as appropriate. 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 directorate as required.

Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, and 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

Qualifications

Essential

• Good general education with 5 GCSE's or equivalent including English and Maths at grade C or above

Desirable

• ECDL
• NVQ or working towards NVQ or equivalent

Experience

Essential

• Experience of using a full range of IT/Patient administration systems
• 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

Skills

Essential

• Experience dealing with customer complaints and customer care
• The ability to prioritise tasks effectively without direct supervision

Knowledge

Essential

• Computer literate, with experience of using a keyboard
• 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
• Knowledge of health and safety

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

Epsom and St Helier University Hospitals NHS Trust

Address

Epsom Hospital

Dorking Road

Epsom

KT18 7EG

Employer's website

https://www.epsom-sthelier.nhs.uk/work-for-us (Opens in a new tab)