Pathway Assistant

Job description

Job responsibilities

Job Summary:

The post holder is responsible for collection of patient information as required by the Cancer Patient Coordinators to support Multi-disciplinary team (MDT) meetings and to provide support in the administration pre and post MDT meetings. The post holder will assist in the administration and maintenance of the Somerset Cancer Registry where appropriate.

The post holder will provide support and assistance to the team of Cancer Patient Coordinators to ensure the smooth running of cancer MDT meetings.

Communication and relationship skills

• To locate and obtain casenotes and relevant diagnostic tests results (x-rays, scans and biopsies etc) for the MDT meeting which will involve liaising with clinicians and administrative staff at different levels across the relevant departments within the Trust and the organisations referring patients to Hull and East Yorkshire Hospitals NHS Trust for treatment.
• Prepare MDT documentation, extracting clinical information and collecting results of investigations via patient medical records or secretaries/departments or clinical systems
• Ability to interrogate the Trusts clinical systems (Lorenzo; Patient Centre etc.) to retrieve relevant and pertinent patient information
• To support the Cancer Patient Coordinators in the smooth running of the regular MDT meetings as required.
• Liaise with Cancer Patient Coordinators escalating any problems in relation to collecting MDT information, x-rays, casenotes or diagnostic investigations in a timely way.
• To provide occasional cover for the MDT in the Cancer Patient Coordinators absence when the regular cover arrangements are not possible.
• Undertake some occasional audio typing, answering telephone queries, creating MDT outcomes that will be visible to all clinicians as well as filing paper copies in patient clinical records, photocopying, faxing and filing as required.
• Attend MDT meetings with Cancer Patient Coordinator as necessary.
• Deputise for the Cancer Patient Coordinator at MDT meetings for occasional absences where cover arrangements are inadequate.
• To maintain confidentiality at all times in accordance with Trust policy and services as required.

Knowledge, Training & Experience

• Have a good knowledge and awareness of national Cancer Waiting Times targets and an awareness of Cancer Peer Review standards relating to MDTs
• Have a knowledge and understanding of cancer tumour site patient pathways/terminology in order to provide effective support to the Cancer Patient Coordinators
• Ability to work to tight deadlines and deal with adhoc requests for information
• Have good IT skills and be able to use databases and spreadsheets in order to support the Cancer Patient Coordinators by inputting patient information
• Familiarity with Trust hospital systems ( e.g. Lorenzo; Patient Centre)
• Have an understanding of medical terminology relating to cancer and to undertake training as required.
• Be able to collate patient information methodically to assist Cancer Patient Coordinators in preparation for effecting MDT management.

Analytical & Judgmental Skills

Be able to identify and highlight any problems in relation to collecting MDT information, casenotes or diagnostic investigations and escalate to the Cancer Patient Coordinator(s) as appropriate.

To assist the Cancer Patient Coordinator in data entry into the Somerset Cancer Registry in order to collect cancer data in line with national definitions and guidelines and requirements

Be able to identify and highlight any data quality issues and raise with Cancer Patient Coordinator as appropriate

Planning & Organisational Skills

The role requires planning of work ensuring weekly, monthly and quarterly deadlines are achieved.

Take meeting notes as requested (e.g. staff meetings).

Responsible for planning own day to day workload of collating patient information to support MDTs from various sources

Provide assistance to the Cancer Patient Coordinators in during the preparation of MDT meetings and post meeting actions

Physical Skills

Regular lifting and handling patient clinical records which are often heavy

Working at a VDU for several hours every day for concentrated periods of time

Responsibility for Patient Care

Handling of sensitive patient data

Responsibility for Policy/Service Development

The post holder if responsible for following trust policy and procedures

Responsible for adhering to guidelines relating to MDTs

Responsible for providing accurate and timely information in preparation for MDT meetings

Responsibility for Financial and Physical Resources

Responsible for providing accurate and timely information on patients for MDTs using paper and IT based systems, in accordance with trust policy

Responsibility for Human Resources

Responsibility for Information Resources

The post holder will ensure that the national Somerset Cancer Registry database is up to date at all times ensuring accuracy of the data

Responsibility for Research and Development

• Assist Cancer Patient Coordinator in collection of clinical information for National Clinical Audits

Freedom to Act

Required to use own judgement to define day to day work priorities in the absence of the Data Manager

Required to use own judgement in applying definitions to MDT co-ordination

Physical Effort

The post holder will use a VDU for long periods of time

Will be expected to walk around the hospital site in pursuit of patient clinical records

Will need to regularly lift and transfer heavy clinical records

Mental Effort

Responsible for producing accurate information about patients in relation to MDTs and audits

Emotional Effort

Procedure sensitive patient information relating to cancer

PACS requesting (NLAG and HUTH)

Entering imaging/biopsy investigations on somerset (NLAG and HUTH)

Upload external scan/path/MDT form reports to Lorenzo/Webv (NLAG and HUTH)

Create and upload MDT list on Lorenzo (HUTH Gynae + Skin)

Entering referral details on somerset For MDT support (inpatients consultant to consultant incidental findings) and patients not seen (NLAG and HUTH)

Starting off the patients presentations suspected cancers and support MDT (NLAG and HUTH) For future learning for progression

Adding to MDT for support once instructed by the 3/4 (NLAG and HUTH) For future learning for progression

Checking generic mailbox adding to MDT to support the 3/4 once instructed (NLAG and HUTH) For future learning for progression

Checking pending lists and adding to MDT from there (NLAG and HUTH)

Collecting case notes for MDT

- NLAG Lung (Scunthorpe) Breast (DPOW) Urology (Scunthorpe surgical patients)

- HUTH Breast and H&N (case notes for colorectal for surgeries to check ASA grade)

Person Specification

Education/ Qualifications

Essential

• Good general educational background
• Administration background
• Or equivalent level of experience if relevant

Desirable

• Computer literate
• NVQ Level 2 Administration

Experience

Essential

• Experience (through placements or employment) of working in a busy environment

Desirable

• NHS experience

Communication and Interpersonal Skills

Essential

• Good communication - verbal/written
• Be able to work on own initiative
• Works well with in a team
• Demonstrates understanding of confidentiality
• Participate in standard setting and research projects
• Evidence showing clinical and professional development
• To be able to plan, assess, evaluate and implement patient care
• Ability to prioritise care associated with changing environment/patient demands
• Facilitate learning of others

Desirable

• Experience of patient focused databases
• Audio experience

Attributes and Other Requirements

Essential

• Shows motivation in developing new skills
• High level of interpersonal skills
• Demonstrate empathy and diplomacy
• Flexible and reliable
• Good time keeper
• Ability to work from both hospital sites as required to meet the demands of the service

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Hull University Teaching Hospitals NHS Trust

Address

Castle Hill Hospital

Castle Rd

Cottingham

HU16 5JQ

Employer's website

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