Job summary
Fixed Term for 12 months
The post holder will be responsible for tracking patients who have been identified as suitable for prehabilitation programme and support the accurate data collection and performance reporting of divisional harm reviews. The postholder will also be expected to liaise with medical, surgical and pre-operative assessment colleagues to support both prehabilitation and patient harm processes.
The role will involve liaising with patients, their relatives and clinical and administrative teams, both within the Trust and tertiary centres. You will provide data management support for the harm review process for patients waiting for planned surgery.
The role requires the post holder to be self-driven, highly organised and have excellent communication skills. There will be a need to have knowledge of administrative procedures including ordering of supplies and utilisation of various software programmes to produce reports and to create and maintain spreadsheets to a high standard.
Main duties of the job
- Plan and organise activities to ensure weekly patient lists are prepared and made available to relevant clinicians for review.
- Attendance at weekly operational meetings
- Develop procedures for own work area and work within the boundaries of the departmental procedures.
- Receive complex patient level information and manipulate patient level data using excel and information dashboards.
- Ensure weekly patient lists are prepared and made available to 3rd Party Supplier for prehabilitation patient cohorts.
- Using existing in-house inpatient waiting list dashboard identify appropriate cohort of patients who require a harms review and export onto excel for divisional use.
- Manage timelines for review to take place and escalate where required if reviews are not carried out by clinicians within the agreed timeframe.
- Ensure the outcomes of the returned reviews are recorded accurately within digital patient notes.
- Ensure quality and accuracy of all data reports.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our Services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES
- Plan and organise activities to ensure weekly patient lists are prepared and made available to relevant clinicians for review.
- Attendance at weekly operational meetings
- Develop procedures for own work area and work within the boundaries of the departmental procedures.
- Receive complex patient level information and manipulate patient level data using excel and information dashboards.
- Ensure weekly patient lists are prepared and made available to 3rd Party Supplier for prehabilitation patient cohorts.
- Using existing in-house inpatient waiting list dashboard identify appropriate cohort of patients who require a harms review and export onto excel for divisional use.
- Manage timelines for review to take place and escalate where required if reviews are not carried out by clinicians within the agreed timeframe.
- Ensure the outcomes of the returned reviews are recorded accurately within digital patient notes.
- Ensure quality and accuracy of all data reports.
- Work with Surgical Division Operational Management Team to develop all aspects of data collection regarding prehab and harm review patients.
- Utilisation of Careflow EPR to update patient records with key updates as per clinician instruction.
- Tracking of patients with targets set to ensure prehabilitation enrolment is achieved.
- Collection of patient information to support performance reporting for reviews and prehabilitation onboarding compliance.
- To support 3rd Party Supplier to gather supporting evidence of the benefits of prehabilitation programme.
- Contact with patients to promote the benefits of the prehabilitation programme.
- Act as point of contact for patients prehabilitation enrolment.
- Contact patients via the telephone to inform patients of prehabilitation programme and next steps on how to access health and wellbeing support.
- To monitor and report activity in line with agreed Trust governance structures
- Knowledge of administrative procedures including ordering of supplies and utilisation of various software programmes to produce reports, create and maintain spreadsheets to a high standard.
- Undertake audit and/or surveys related to the project as required.
- Take action to obtain or correct missing or contradictory data while maintaining confidentiality.
- To provide regular updates and progress reports.
- Liaison with relevant operational and/or clinical teams to understand any discrepancies and establish correct data collection.
- Standard Keyboard skills
- Undertake any other duties deemed relevant to the post and grade.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
- Responsible for ensuring that all data/information is stored and transmitted in a format, which adheres to all aspects of the Caldicott guidelines.
- Due to the nature of prehabilitation and harms review information, ensure that the system, recording processes and review processes fulfil both Information Governance and Data Protection requirements/rules.
ADMINISTRATIVE RESPONSIBILITIES
- Support the preoperative Manager in the design and implementation of standard operating procedures to ensure harms review time targets are achieved. Work with the manager to ensure the Surgery Hero process for perioperative onboarding is fit for purpose
- Regularly review procedures to ensure working processes are fit for purpose.
TEACHING & TRAINING RESPONSIBILITIES
- Provide training on local procedures where applicable.
LINE MANAGEMENT/SUPERVISORY RESPONSIBILITIES
- Line Management of navigators including responsibilities for training and development, induction, appraisal and personal development planning, allocation and monitoring of work within the required deadlines
- Ensure that mandatory training is undertaken in accordance with Trust policy by the post holder and by all staff reporting to the post holder.
- Delegate work to other members of the team as and when required.
RESEARCH & AUDIT
- Contribute to the provision of data
Closing Date - 10th January 2025
Job description
Job responsibilities
KEY DUTIES
- Plan and organise activities to ensure weekly patient lists are prepared and made available to relevant clinicians for review.
- Attendance at weekly operational meetings
- Develop procedures for own work area and work within the boundaries of the departmental procedures.
- Receive complex patient level information and manipulate patient level data using excel and information dashboards.
- Ensure weekly patient lists are prepared and made available to 3rd Party Supplier for prehabilitation patient cohorts.
- Using existing in-house inpatient waiting list dashboard identify appropriate cohort of patients who require a harms review and export onto excel for divisional use.
- Manage timelines for review to take place and escalate where required if reviews are not carried out by clinicians within the agreed timeframe.
- Ensure the outcomes of the returned reviews are recorded accurately within digital patient notes.
- Ensure quality and accuracy of all data reports.
- Work with Surgical Division Operational Management Team to develop all aspects of data collection regarding prehab and harm review patients.
- Utilisation of Careflow EPR to update patient records with key updates as per clinician instruction.
- Tracking of patients with targets set to ensure prehabilitation enrolment is achieved.
- Collection of patient information to support performance reporting for reviews and prehabilitation onboarding compliance.
- To support 3rd Party Supplier to gather supporting evidence of the benefits of prehabilitation programme.
- Contact with patients to promote the benefits of the prehabilitation programme.
- Act as point of contact for patients prehabilitation enrolment.
- Contact patients via the telephone to inform patients of prehabilitation programme and next steps on how to access health and wellbeing support.
- To monitor and report activity in line with agreed Trust governance structures
- Knowledge of administrative procedures including ordering of supplies and utilisation of various software programmes to produce reports, create and maintain spreadsheets to a high standard.
- Undertake audit and/or surveys related to the project as required.
- Take action to obtain or correct missing or contradictory data while maintaining confidentiality.
- To provide regular updates and progress reports.
- Liaison with relevant operational and/or clinical teams to understand any discrepancies and establish correct data collection.
- Standard Keyboard skills
- Undertake any other duties deemed relevant to the post and grade.
CLINICAL & PROFESSIONAL RESPONSIBILITIES
- Responsible for ensuring that all data/information is stored and transmitted in a format, which adheres to all aspects of the Caldicott guidelines.
- Due to the nature of prehabilitation and harms review information, ensure that the system, recording processes and review processes fulfil both Information Governance and Data Protection requirements/rules.
ADMINISTRATIVE RESPONSIBILITIES
- Support the preoperative Manager in the design and implementation of standard operating procedures to ensure harms review time targets are achieved. Work with the manager to ensure the Surgery Hero process for perioperative onboarding is fit for purpose
- Regularly review procedures to ensure working processes are fit for purpose.
TEACHING & TRAINING RESPONSIBILITIES
- Provide training on local procedures where applicable.
LINE MANAGEMENT/SUPERVISORY RESPONSIBILITIES
- Line Management of navigators including responsibilities for training and development, induction, appraisal and personal development planning, allocation and monitoring of work within the required deadlines
- Ensure that mandatory training is undertaken in accordance with Trust policy by the post holder and by all staff reporting to the post holder.
- Delegate work to other members of the team as and when required.
RESEARCH & AUDIT
- Contribute to the provision of data
Closing Date - 10th January 2025
Person Specification
Other
Desirable
- Ability to travel between Whiston and St Helens hospital locations by own car/ assisted driver
Skills
Essential
- Excellent verbal and communication skills
- Excellent numeric and accuracy skills
- Ability to organise own workload effectively and work under pressure
- Able to work effectively as a team member
- Able to work with minimum supervision
- Able to meet change demands and priorities with a flexible approach
Desirable
- Report writing and presentations skills
- Analytical/reasoning skills
Qualifications
Essential
Desirable
- Educated to Diploma level and/or equivalent experience and/or equivalent qualification.
- Evidence of continuing professional development
Knowledge & Experience
Essential
- Experience in an NHS administrative role
- Experience of working to deadlines and prioritising tasks.
- Knowledge of MS Office to include word and excel
- Experience of data entry
- Excellent keyboard skills
Desirable
- Experience MDT co-ordinator role
- Good knowledge of patient pathways of care through the clinical setting
- Knowledge of audit process
- Knowledge and experience of data analysis
Person Specification
Other
Desirable
- Ability to travel between Whiston and St Helens hospital locations by own car/ assisted driver
Skills
Essential
- Excellent verbal and communication skills
- Excellent numeric and accuracy skills
- Ability to organise own workload effectively and work under pressure
- Able to work effectively as a team member
- Able to work with minimum supervision
- Able to meet change demands and priorities with a flexible approach
Desirable
- Report writing and presentations skills
- Analytical/reasoning skills
Qualifications
Essential
Desirable
- Educated to Diploma level and/or equivalent experience and/or equivalent qualification.
- Evidence of continuing professional development
Knowledge & Experience
Essential
- Experience in an NHS administrative role
- Experience of working to deadlines and prioritising tasks.
- Knowledge of MS Office to include word and excel
- Experience of data entry
- Excellent keyboard skills
Desirable
- Experience MDT co-ordinator role
- Good knowledge of patient pathways of care through the clinical setting
- Knowledge of audit process
- Knowledge and experience of data analysis
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.
