Job responsibilities
1. GENERAL DUTIES AND RESPONSIBILITIES
1.1 Understands and follows the administrative input required to support the patients standard clinical pathways from the time the patient is referred through to discharge.
1.2 Coordinates all administrative processes for each patients pathway to ensure it is managed smoothly and within agreed time frames.
1.3 Ensure all patient demographics and contact details are kept up to date on Cerner.
1.4 When accessing patient records ensure computerised tracking systems are used appropriately.
1.5 Phone patients to provide instructions, reminders and information where necessary.
1.6 Attend and participate in meetings relevant to the role as required.
1.7 Provide patient navigation services for satellite and off site locations where required.
1.8 Check with Admissions on a regular basis that patients have been added appropriately to the elective waiting list.
1.9 Provide cross-cover for other patient navigators to ensure a consistent and effective administration service is maintained at all times.
1.10 Process confidential patient-sensitive documentation to and from patients, other healthcare professionals and external agencies.
1.11 Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate manager for prompt action.
2. PATIENT PATHWAY PLANNING
2.1 Manage referrals received by the specialty by working closely with clinicians to ensure that patients are placed on the correct clinical pathway.
2.2 Ensure that simple tests or pre-investigations have been ordered where necessary.
2.3 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.
2.4 Arrange transport (in line with trust procedure) and translation services where necessary.
2.5 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.
2.6 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.
2.7 Monitor clinic lists to assess workflow and escalate any issues where necessary.
2.8 Ensure the patient understands their care pathway and is aware of appointments and any changes.
2.9 Monitor investigations and tests to ensure they have been completed and results/reports are available prior to appointments and consultations with the clinical team.
2.10 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.
3. RESPONSIBILITY FOR INFORMATION AND RESOURCES
3.1 Ensure there is a sufficient supply of specialty specific patient information leaflets relating to different pathways and conditions. Ensure that contact details on leaflets remain up-to-date.
3.2 Notify relevant departments and Medical Records when informed of the death of a patient and cancel future appointments to prevent further distress for families.
3.3 Oversee the transfer of all relevant information including electronic forms and referral letters to the Trust Minimum Data Set (MDS) team for the patients 18-week RTT pathway when the patient is referred to another trust.
3.4 Ensure a high standard of data quality is maintained, supporting the team with audits and data validation as required.
4. PRofessional and Personal development
4.1 Attend mandatory training required for administrative staff as outlined in the Trust Mandatory Training Framework and any training where updating of skills/knowledge is required.
4.2 Be proficient in the use of all electronic systems in relation to patient data and undertake training as required if new technology/electronic systems are introduced, to ensure competencies are maintained and efficiencies of the administrative processes maximised.
4.3 Participate in yearly staff appraisal, identifying professional development objectives and learning requirements.
