Referral Assessment Co-ordinator and Administrator

Job responsibilities

The post holder is a member of Hepatology/Gastroenterology team and is responsible for all administrative tasks related to Hep/Gastro services with a focus on referrals validation and tracking.

To ensure the smooth running of the patient through the diagnostic treatment pathway ensuring the local guidelines are adhered.

The post holder will be responsible for assisting in setting up and implementing the Liver surveillance and Gut Hut pathway and the management of referral onward journey

The post holder will be responsible for

• Uploading and maintaining a Gastro/Hep database,
• Oversee safe and timely booking of the patients for their procedures and other appointments.
• Provide an efficient booking service for the patient to support the patient journey including patient choice.
• Book patients on IPM.
• Plan and book virtual follow-up clinics
• Track patient progress through pathway and highlight results for action
• Ability to demonstrate excellent team working skills
• Audit GUT hut and surveillance pathways to ensure they are meeting set targets

Ability to demonstrate integrity sound judgement when dealing with sensitive and confidential Issues.

KEY RESPONSIBILITIES

To work with the referral management clinician and all consultants to set up and implement the new pathways.

To prioritise and efficiently organise own workload on a daily basis to ensure all tasks are completed in a timely manner.

To independently prioritise and manage own workload to ensure an efficient service is provided, being flexible and adaptable to change

To work as part of the Gastroenterology/Hepatology Admin Team to ensure that all appointments are booked in a timely manner to keep within the pathways targets

To liaise closely with all the Nurses, Consultants and all users of the service to ensure that good communication is in place.

To monitor Trust systems and ensure that test results are acted upon in a timely manner.

Planning and booking virtual clinics to ensure results are acted upon in a timely way, and to monitor the 18ww targets.

To be responsible for typing patient and professional correspondence from the referral assessment clinics and results of diagnostic tests.

To liaise and negotiate with the patients, (by phone or in person) booking suitable appointments within the allocated timescale. Making sure all relevant information is sent out within specified timescales. Ensuring all imminent outpatient appointment offers have a valid outcome i.e. patient accepted/declined. This will involve telephone contact with patients. To manage appointment dates. Implement choice at National standards via the choice programme.

To be responsible for ensuring that if patients cancel their appointments, the vacant slot is efficiently being offered to another patient.

To liaise with GP practices and patients as necessary to obtain all relevant, accurate data if differs from Hospital IPM system

To audit referral data from GP practises and report compliance as part of the primary care routine referral criteria

To ensure that office protocol and procedures are maintained and reviewed appropriately. Adhering to trust policies and procedures

To resolve straight forward and complex enquiries from patients. To give advice, reassurance to patient, carers and relatives who have concerns regarding appointment or procedure.

To take incoming telephone calls ensuring they are dealt with in a courteous and sensitive manner with due regard for confidentiality.

To be the first point of contact for staff using own initiative and decision making skills to deal with complex situations.

To communicate effectively with medical professionals at all levels and the general public using experience and judgement

To use experience and judgement to escalate any relevant information or issues to the clinical lead and the Service Manager.

To be proficient in the use of spreadsheets and databases. Keeping information updated.

Be part of a team to carry out continuous service audits and ad hoc audits and surveys

Qualifications

Essential

• 4 GCSE A-C grades or equivalent to include English and Maths

Desirable

• Customer service or business administration qualification
• Diploma in secretarial practice from recognised body (RSA ll) or equivalent professional experience (2-3 years)

Communcation

Essential

• Excellent verbal and written communication skills
• Experience in communicating with people of all disciplines

Experience

Essential

• Experience in administrative role in healthcare setting
• Previous experience managing patient pathways
• Demonstrates having met deadlines involving high volumes of data within strict/tight timeframes
• Working within a team or independently
• Proven use of Microsoft Office packages [or equivalent]
• Understanding complex & sensitive information

Desirable

• Experience of staff management and developing team

Knowledge

Essential

• Understanding of the need of confidentiality awareness at all times
• Computer literacy and numeracy
• Understanding of the importance of working to deadlines
• Understanding of the importance of accuracy in a data collection environment

Desirable

• 18 week and cancer targets
• I.PM
• Evolve
• ICE
• Microsoft Packages

Skills

Essential

• Keyboard accuracy
• Proven problem solving skills
• Demonstrates analytical & judgemental skills

Personal Skills

Essential

• Flexible and pro-active approach

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).