Job summary
Patient Pathway Navigator Band 4 - Oncology Barnet Hospital Site
We are looking for a patient pathway navigator to join our dynamic team in the Oncology Department of Barnet Hospital. Our team has pioneered the implementation of the new patient pathway roles with great success - and if you feel you could contribute to our continuing to provide a vital, efficient, much praised and empathetic service for our patients we would be delighted to hear from you. The role would be based at Barnet Hospital and would be working as an integral member of the Clinical/Admin team consisting of three Medical Oncology Consultants, one SPR, a Research Nurse and two CNSs. You would be an important part of the team providing cohesive and efficient administrative support along with attending team meetings, MDTs and clinics. You would be part of the patient pathway from referral to discharge and would be the patients' first port of call when they need guidance through what is often a difficult and distressing time in their lives.
- Meticulous attention to detail and the ability to see tasks through to completion
- Excellent written and verbal communication skills
- Professional and empathetic manner both in person and on the telephone
- Understanding of the importance of teamwork, supporting your colleagues and covering their roles in their absence.
For further enquires and/or to visit the department please contact Anne-Marie Boyles - Clinical Pathway Manager 07929789264
Main duties of the job
The role of the Clinical Pathway Administrator is to work as part of the Oncology Team here at the Barnet Hospital Site to ensure that all administrative functions for patients from the time of GP referral to the time of discharge are coordinated in line with specific care pathway instructions to facilitate the smooth running of the patients' journey. Where a patient has multiple specialist needs, the Clinical Pathway Administrator will assist the patient in coordinating their pathways to reduce multiple appointments across the Trust.
KEY WORKING RELATIONSHIPS
This involves working closely with all key members of the multi-disciplinary team within primary and secondary care and service users relating to the specialty they cover to ensure all patients receive a consistent and effective service.
Key contacts include: Consultants
- Medical, nursing and therapy teams
- Divisional and operational managers
- Outpatient Appointment Centre (OAC)
- Admissions team
- Diagnostics and imaging departments
- Ward administrators
- CNSs and MDT teams
- Phlebotomy and pathology
- Clinic reception and clinic nurses
- Patient navigators and clinical pathway administrators
- Clinical team PAs
- Team leaders
- GPs
- Other external agencies (e.g. other hospitals, social services, police)
About us
The Royal Free London NHS Foundation Trust is one of the largest and busiest Trusts in London with a well-established national and international reputation for clinical excellence and world class care. We deliver care to more than 1.6 million people a year through our three main hospitals. We have three infusion suites to treat cancer patients at The Royal Free, Finchley Memorial and Chase Farm Hospitals whilst radiotherapy is delivered at the Royal Free Hospital.
The successful candidate should have experience of working within a multidisciplinary team supporting with Admin.
Job description
Job responsibilities
- General administrative duties for the department such as faxing, filing of all correspondence (including patient letters until EDRM introduced), results, photocopying and distribution of mail - identify and action any correspondence suitable for own response - produce relevant correspondence for consultant's reply.
- Ensure copies of letters, discharge summaries etc. are sent within the agreed timeframe where appropriate.
- Review the actions and instructions generated from the transcription service when requested.
- Support the team in answering telephone calls and dealing with enquiries in a helpful and courteous manner, using initiative and discretion or directing the call to the appropriate staff member.
- Ensure requests from clinicians/nursing staff for clinic changes, cancellations and creations are processed with the appropriate team in accordance to Trust policy.
- Respond to requests from clinicians to type up urgent letters when required.
- Ensure all patient demographics and contact details are kept up to date on Cerner.
- When accessing patient records ensure computerised tracking systems are used appropriately.
- Phone patients to provide instructions, reminders and information where necessary.
- Attend and participate in meetings relevant to the role as required.
- Provide patient navigation services for satellite and off site locations.
- Check with Admissions on a regular basis that patients have been added appropriately to the elective waiting list.
- Provide cross-cover for other patient navigators to ensure a consistent and effective administration service is maintained at all times.
- Process confidential patient-sensitive documentation to and from patients, other healthcare professionals and external agencies.
- Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate manager for prompt action.
- Other specialty specific duties commensurate with the grade of this post, as agreed within individual specialties.
PATIENT PATHWAY PLANNING
- Manage referrals received by the specialty by working closely with clinicians to ensure that patients are placed on the correct clinical pathway.
- Ensure that simple tests or pre-investigations have been ordered where necessary.
- Ensure effective communication channels are in place and that key stakeholders including patients, families and carers are informed of the communication details and hours of work.
- Arrange transport (in line with trust procedure) and translation services where necessary.
- Identify and seek to resolve bottlenecks or delays in the patients pathways, escalating issues where necessary to the clinical pathway manager. Ensure that all patient administration is carried out in line with Trust policies and procedures.
- Coordinate appropriate appointments for patients in partnership with the OAC (including rescheduling and booking follow- up appointments) as directed by the clinicians in line with the clinical pathway and the patients individual needs to prevent multiple hospital attendances.
- Monitor clinic lists to assess workflow and escalate any issues where necessary.
- Ensure the patient understands their care pathway and is aware of appointments and any changes.
- Monitor investigations and tests to ensure they have been completed and results/reports are available prior to appointments and consultations with the clinical team.
- Ensure all appointments are compliant with the Trust Access Policy and national targets. Where appointments are cancelled these should be rebooked within the appropriate time frame.
Job description
Job responsibilities
- General administrative duties for the department such as faxing, filing of all correspondence (including patient letters until EDRM introduced), results, photocopying and distribution of mail - identify and action any correspondence suitable for own response - produce relevant correspondence for consultant's reply.
- Ensure copies of letters, discharge summaries etc. are sent within the agreed timeframe where appropriate.
- Review the actions and instructions generated from the transcription service when requested.
- Support the team in answering telephone calls and dealing with enquiries in a helpful and courteous manner, using initiative and discretion or directing the call to the appropriate staff member.
- Ensure requests from clinicians/nursing staff for clinic changes, cancellations and creations are processed with the appropriate team in accordance to Trust policy.
- Respond to requests from clinicians to type up urgent letters when required.
- Ensure all patient demographics and contact details are kept up to date on Cerner.
- When accessing patient records ensure computerised tracking systems are used appropriately.
- Phone patients to provide instructions, reminders and information where necessary.
- Attend and participate in meetings relevant to the role as required.
- Provide patient navigation services for satellite and off site locations.
- Check with Admissions on a regular basis that patients have been added appropriately to the elective waiting list.
- Provide cross-cover for other patient navigators to ensure a consistent and effective administration service is maintained at all times.
- Process confidential patient-sensitive documentation to and from patients, other healthcare professionals and external agencies.
- Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate manager for prompt action.
- Other specialty specific duties commensurate with the grade of this post, as agreed within individual specialties.
PATIENT PATHWAY PLANNING
- Manage referrals received by the specialty by working closely with clinicians to ensure that patients are placed on the correct clinical pathway.
- Ensure that simple tests or pre-investigations have been ordered where necessary.
- Ensure effective communication channels are in place and that key stakeholders including patients, families and carers are informed of the communication details and hours of work.
- Arrange transport (in line with trust procedure) and translation services where necessary.
- Identify and seek to resolve bottlenecks or delays in the patients pathways, escalating issues where necessary to the clinical pathway manager. Ensure that all patient administration is carried out in line with Trust policies and procedures.
- Coordinate appropriate appointments for patients in partnership with the OAC (including rescheduling and booking follow- up appointments) as directed by the clinicians in line with the clinical pathway and the patients individual needs to prevent multiple hospital attendances.
- Monitor clinic lists to assess workflow and escalate any issues where necessary.
- Ensure the patient understands their care pathway and is aware of appointments and any changes.
- Monitor investigations and tests to ensure they have been completed and results/reports are available prior to appointments and consultations with the clinical team.
- Ensure all appointments are compliant with the Trust Access Policy and national targets. Where appointments are cancelled these should be rebooked within the appropriate time frame.
Person Specification
Royal Free World Class Values
Essential
- Demonstrable ability to meet the Trust Values
Education and professional qualifications
Essential
- RSA 2 or RSA 3 word processing/typing or equivalent experience
- Knowledge of medical terminology
- English and Maths at GCSE level or equivalent
Desirable
- Diploma level qualification or equivalent experience
- Courses / further study attended to demonstrate evidence of personal development
Experience
Essential
- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of interaction with all levels of staff
- Previous administrative and organisational experience
- Experience of dealing with non-routine and complex problems
Desirable
- Experience of managing and prioritising own workload and working to deadlines
Person Specification
Royal Free World Class Values
Essential
- Demonstrable ability to meet the Trust Values
Education and professional qualifications
Essential
- RSA 2 or RSA 3 word processing/typing or equivalent experience
- Knowledge of medical terminology
- English and Maths at GCSE level or equivalent
Desirable
- Diploma level qualification or equivalent experience
- Courses / further study attended to demonstrate evidence of personal development
Experience
Essential
- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of interaction with all levels of staff
- Previous administrative and organisational experience
- Experience of dealing with non-routine and complex problems
Desirable
- Experience of managing and prioritising own workload and working to deadlines
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).
