Job summary
An exciting opportunity has arisen for 3WTE 6 month fixed
term or secondment post as an Elective Patient Pathway Tracker.
The role will require you to work closely with the RTT
Validation Team, directorate managers, medical secretaries, clinicians and
booking teams. The successful candidate
will require experience of working in the NHS and have an in depth
understanding of the 18 week RTT rules and pathways.
Applicants should be well organised with excellent
communication skills and able to work well under pressure as well as being a
key team player. The post is vital to
the delivery of timely, consistent and of a high quality care for patients.
Main duties of the job
The role of the Elective Patient Pathway Tracker is to
validate and input patient information in relation to a patients 18-week
pathway.
We are looking for an individual who will prioritise
worklists, direct and organise the booking of patients at key milestone along
the RTT pathway, including Out-patient, Diagnostics and In-patient pathways.
Communicate complex, sensitive and contentious information
to colleagues at all levels within the organisation.
Provide training and guidance to staff on how to accommodate
and manage breaching patients. Facilitate the set-up of clinics and theatre
lists to ensure that patients are booked within the RTT performance target.
Using own initiative, supported by local guidance and the
Patient Access policy, implement, analyse, interpret and apply judgement involving
the 18 week rules and definitions to ensure compliance.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
Job Purpose:
The 18 week pathway requires the NHS to measure the total period waited by each patient and to manage each patients journey from referral to treatment in a timely and efficient manner. Providing accurate information on how long pathways are is essential; improvements to services rely on information being reliable and being provided as close to real-time as possible, and reports to the DOH are produced and published so that patients can see how long they will wait at each Trust
To enable the Trust to monitor, report and performance manage the 18 week target. Referral to treatment data has to be recorded across all consultant led clinics and some other outpatient functions.
The role of the Elective Patient Pathway Tracker is to validate and input patient information in relation to patients 18-week pathways into OASIS (PAS) on a daily basis so as to keep patient records up to date.
Prioritise and manage work lists from the live PTL, validate RTT pathway and manage, direct and organise the booking of these patients at key milestones along the pathway for Outpatients, Diagnostics and Inpatient pathways.
Communicate complex, sensitive and contencious information with colleagues at all levels within the organisation. Including the directorate management team, medical secretaries, clinicians, diagnostic management teams and booking teams.
Provide training and guidance to staff on how to accommodate and manage breaching patients and facilitate the set up of clinic and theatre lists to accommodate these patients within the agreed timelines.
Key Duties:
To have a full and deep understanding of both national and local policies relating to RTT Management and ensure that this specialist knowledge is kept up to date. Providing expert guidance and coach staff on RTT rules and regulations to ensure the best achieved results for managing RTT performance.
Using own initiative, supported by local guidance and Patient Access Policy, to implement, analyse, interpret and apply judegements involving the 18 week rules and definitions to ensure compliance.
Plan and organise a broad range of complex activities that supports the patient RTT pathway from referral to treatment.
Responsible for ensuring that patient records have the correct clock start and stop by validating and interpreting patient pathways from first outpatient appointment through to first definitive treatment. This will involve adjustingcorrecting patient pathways on PAS.
To support the Elective Patient Pathway Administrator, Directorate Managers, Booking teams and Medical secretaries to achieve the 18 week target and to maintain high standards of professional integrity by adhering to data standards, producing complex, valid and reliable information.
You will be responsible for representing the 18 week team, with the Elective Patient Pathway Administrator, at meetings with the Head of Elective Performance and Patient Access and other Trust managers on developments which will impact RTT pathways.
Manage, review and monitor working practices to ensure RTT compliance by all relevant staff. Act upon any performance issues by providing RTT training and guidance to staff who are not compliant.
To be fully proficient on all patient information systems throughout the Trust in order to extract complex information and monitor patient pathways.
To identify opportunities for improving the quality, efficiency and improvements to patients pathway through validation to the 18 week Manager and Access Manager. Providing support and advice to policy and service development on all aspects of RTT rules and pathways.
The role will require frequent periods of concentration on complex reports and documents. At times the pattern of work will be unpredictable. The post holder will be expected to change between tasks and to also manage, plan and organise the workload of the junior members of the team.
- To locate missing data by whatever process is necessary including contacting medical secretaries, reviewing case notes etc
- Undertake extensive validation of complex data derived from medical records and Trust systems to ensure primary source items of dataset are accurate
- Responsible for ensuring all outcomes for relevant patients are updated and entered into the relevant system following hospital attendances
- To acquire and maintain knowledge and skills in the interpretation of relevant medical terminology
- Maintain strict codes of confidentiality and security at all times as the nature of the work involves the handling and processing of sensitive personal data, and adhere to the Data Protection Act
- To analyse and make informed decisions regarding patient pathways from viewing electronic clinical notes
- To actively support the Directorate Manager in identifying, reporting and resolving departmental issues in order to achieve a high standard of quality and completeness of RTT data
- To record accurately the reasons for patient breaches through documentation and submission to the performance team managers
Responsible for ensuring that patients are selected from the waiting lists in chronological order and appointed according to the prioritisation given by the medical staff
To ensure that any patients who request removal following validation are removed and the clinical staff informed
To ensure that systems are in place to monitor utilisation of appointment slots, acting on any concerns regarding overbooking / underbooking with the relevant Directorate Manager or clinician.
- In liaison with the Directorate managers and clinicians, ensure that clinic booking rules are up to date, communicated and adhered to when dealing with referrals and making new or follow up appointments
To escalate to the relevant managers when there is a capacity problem.
To complete the required waiting list analysis each week, from the PTL (patient tracking lists) and the OASIS (patient administration database) system.
To analytically review and validate complex worklists for patients on an RTT pathway.
- To calculate where there are likely to be potential breaches and ensure that Directorate Managers are informed of potential problems with long wait breaches. Provide guidance and recommend solutions at all key milestones along the pathway
- To provide information from OASIS on a routine and adhoc basis to staff throughout the Trust, such as inpatients listings, waiting for review lists, and vacancy summaries.
- To plan, manage and organise a work schedule that ensures all work is prioritised and delivered within the required timescales each week
Job description
Job responsibilities
Job Purpose:
The 18 week pathway requires the NHS to measure the total period waited by each patient and to manage each patients journey from referral to treatment in a timely and efficient manner. Providing accurate information on how long pathways are is essential; improvements to services rely on information being reliable and being provided as close to real-time as possible, and reports to the DOH are produced and published so that patients can see how long they will wait at each Trust
To enable the Trust to monitor, report and performance manage the 18 week target. Referral to treatment data has to be recorded across all consultant led clinics and some other outpatient functions.
The role of the Elective Patient Pathway Tracker is to validate and input patient information in relation to patients 18-week pathways into OASIS (PAS) on a daily basis so as to keep patient records up to date.
Prioritise and manage work lists from the live PTL, validate RTT pathway and manage, direct and organise the booking of these patients at key milestones along the pathway for Outpatients, Diagnostics and Inpatient pathways.
Communicate complex, sensitive and contencious information with colleagues at all levels within the organisation. Including the directorate management team, medical secretaries, clinicians, diagnostic management teams and booking teams.
Provide training and guidance to staff on how to accommodate and manage breaching patients and facilitate the set up of clinic and theatre lists to accommodate these patients within the agreed timelines.
Key Duties:
To have a full and deep understanding of both national and local policies relating to RTT Management and ensure that this specialist knowledge is kept up to date. Providing expert guidance and coach staff on RTT rules and regulations to ensure the best achieved results for managing RTT performance.
Using own initiative, supported by local guidance and Patient Access Policy, to implement, analyse, interpret and apply judegements involving the 18 week rules and definitions to ensure compliance.
Plan and organise a broad range of complex activities that supports the patient RTT pathway from referral to treatment.
Responsible for ensuring that patient records have the correct clock start and stop by validating and interpreting patient pathways from first outpatient appointment through to first definitive treatment. This will involve adjustingcorrecting patient pathways on PAS.
To support the Elective Patient Pathway Administrator, Directorate Managers, Booking teams and Medical secretaries to achieve the 18 week target and to maintain high standards of professional integrity by adhering to data standards, producing complex, valid and reliable information.
You will be responsible for representing the 18 week team, with the Elective Patient Pathway Administrator, at meetings with the Head of Elective Performance and Patient Access and other Trust managers on developments which will impact RTT pathways.
Manage, review and monitor working practices to ensure RTT compliance by all relevant staff. Act upon any performance issues by providing RTT training and guidance to staff who are not compliant.
To be fully proficient on all patient information systems throughout the Trust in order to extract complex information and monitor patient pathways.
To identify opportunities for improving the quality, efficiency and improvements to patients pathway through validation to the 18 week Manager and Access Manager. Providing support and advice to policy and service development on all aspects of RTT rules and pathways.
The role will require frequent periods of concentration on complex reports and documents. At times the pattern of work will be unpredictable. The post holder will be expected to change between tasks and to also manage, plan and organise the workload of the junior members of the team.
- To locate missing data by whatever process is necessary including contacting medical secretaries, reviewing case notes etc
- Undertake extensive validation of complex data derived from medical records and Trust systems to ensure primary source items of dataset are accurate
- Responsible for ensuring all outcomes for relevant patients are updated and entered into the relevant system following hospital attendances
- To acquire and maintain knowledge and skills in the interpretation of relevant medical terminology
- Maintain strict codes of confidentiality and security at all times as the nature of the work involves the handling and processing of sensitive personal data, and adhere to the Data Protection Act
- To analyse and make informed decisions regarding patient pathways from viewing electronic clinical notes
- To actively support the Directorate Manager in identifying, reporting and resolving departmental issues in order to achieve a high standard of quality and completeness of RTT data
- To record accurately the reasons for patient breaches through documentation and submission to the performance team managers
Responsible for ensuring that patients are selected from the waiting lists in chronological order and appointed according to the prioritisation given by the medical staff
To ensure that any patients who request removal following validation are removed and the clinical staff informed
To ensure that systems are in place to monitor utilisation of appointment slots, acting on any concerns regarding overbooking / underbooking with the relevant Directorate Manager or clinician.
- In liaison with the Directorate managers and clinicians, ensure that clinic booking rules are up to date, communicated and adhered to when dealing with referrals and making new or follow up appointments
To escalate to the relevant managers when there is a capacity problem.
To complete the required waiting list analysis each week, from the PTL (patient tracking lists) and the OASIS (patient administration database) system.
To analytically review and validate complex worklists for patients on an RTT pathway.
- To calculate where there are likely to be potential breaches and ensure that Directorate Managers are informed of potential problems with long wait breaches. Provide guidance and recommend solutions at all key milestones along the pathway
- To provide information from OASIS on a routine and adhoc basis to staff throughout the Trust, such as inpatients listings, waiting for review lists, and vacancy summaries.
- To plan, manage and organise a work schedule that ensures all work is prioritised and delivered within the required timescales each week
Person Specification
Qualifications
Essential
- Admin qualification (or equivalent level of experience)
- Educated to A Level standard of equivalent experience
Desirable
- Business Administration Level 3
- Evidence of continuing professional and personal development
Experience
Essential
- Administrative experience in an audit related function
- Experience of using Microsoft Office
- Ability to prioritise and organise a changing workload and work systematically towards deadlines
- In depth understanding of the 18 week RRT rules and pathways
- Experience working in an NHS environment
- Experience of service development
- Experience working in a busy customer focused office
- Experience of data handling including sourcing, collecting interrogating of information
Desirable
- Have knowledge of an Access Policy and departmental processes
- Experience and knowledge of using PAS
- Experience of RTT Validation
Skills and Knowledge
Essential
- Practical, resourceful and well organised
- Able to develop and maintain effective working relationships
- Ability to work unsupervised
- Accuracy and attention to detail
- Awareness of confidentiality
- Ability to set up new working processes
- Ability to work on own initiative
- Ability to undertake and co-ordinate project work
- Ability to work with people at all management levels as the role requires
- Problem solving identify problems, recommend and implement solutions/change
Personal Qualities
Essential
- Excellent attention to detail and problem solving skills
- Able to work in a team
- Excellent written & verbal communication skills
- Ability to convey complex information in a concise manner
- Able to work under pressure to meet deadlines
- Ability to work on own initiative
- Excellent time keeping
Person Specification
Qualifications
Essential
- Admin qualification (or equivalent level of experience)
- Educated to A Level standard of equivalent experience
Desirable
- Business Administration Level 3
- Evidence of continuing professional and personal development
Experience
Essential
- Administrative experience in an audit related function
- Experience of using Microsoft Office
- Ability to prioritise and organise a changing workload and work systematically towards deadlines
- In depth understanding of the 18 week RRT rules and pathways
- Experience working in an NHS environment
- Experience of service development
- Experience working in a busy customer focused office
- Experience of data handling including sourcing, collecting interrogating of information
Desirable
- Have knowledge of an Access Policy and departmental processes
- Experience and knowledge of using PAS
- Experience of RTT Validation
Skills and Knowledge
Essential
- Practical, resourceful and well organised
- Able to develop and maintain effective working relationships
- Ability to work unsupervised
- Accuracy and attention to detail
- Awareness of confidentiality
- Ability to set up new working processes
- Ability to work on own initiative
- Ability to undertake and co-ordinate project work
- Ability to work with people at all management levels as the role requires
- Problem solving identify problems, recommend and implement solutions/change
Personal Qualities
Essential
- Excellent attention to detail and problem solving skills
- Able to work in a team
- Excellent written & verbal communication skills
- Ability to convey complex information in a concise manner
- Able to work under pressure to meet deadlines
- Ability to work on own initiative
- Excellent time keeping
