Job summary
An exciting opportunity has arisen to join the Medicine Management team as a Pathway & Data Coordinator within Integrated Care.
The post holder will be expected to be highly organised; with the ability to prioritise workload, be responsive to the team's requirements, and meet targets and deadlines. The individual should be self-motivated and driven whilst contributing to a high performing team.
The post holder will be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in their role. They will share the Trust values and be committed to equality, diversity and inclusion.
Main duties of the job
To support the effective delivery of pathways within Integrated Care including Community Neurodevelopmental Services. To work in conjunction with the Care group teams to facilitate the smooth running of the patient journey through their pathway. To fully understand and provide local expertise on the national Referral to Treatment (RTT) 18 weeks target. Develop an in depth understanding of the various patient pathways associated with each specialty.
Deliver a robust system for validating and analysing data and tracking patients along the 18 week pathway. Flag up blockages and bottlenecks in clinical pathways that will affect the achievement of the target. Work with clinical, administrative, and managerial colleagues to redesign pathways to deliver smooth, fast pathways of care.
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
- Ensure all administrative processes are delivered to a high professional standard.
- To be aware of the patients point in their pathway and escalate any issues that arise.
- To contribute to the delivery of key performance targets and a high standard of service to patients and their carers.
- The post holder will meet regularly if required with the clinicians to validate the status of the patient pathway.
- Use the electronic patient database system to input, validate and update patient information.
- In conjunction with key individuals from the relevant services, use hospital information systems to track patient activity along the 18-week pathway. Develop processes for tracking and triggers to highlight patients who are at risk of failing to meet the 18-week target
- Work with a wide range of colleagues to ensure that they can identify patient pathways and have the knowledge and skills to accurately record pathways on the patient administration system (PAS).
- Work with staff from all specialties and areas to coordinate correct information and its implementation across clinical departments.
- In conjunction with management and clinical colleagues take an active role in pathway redesign to overcome blockages and bottlenecks. Suggest improvements and take an active role in redesign of administrative processes to support new clinical pathways.
- Work closely with the Operational Support Manager and identify areas for action.
- Advise on technical aspects of the 18-week target rules, fostering a culture of change and improvement, helping to ensure a smooth booked pathway of care.
- Undertake routine or ad hoc data validation as required.
- Introduce and undertake checks for data completeness and quality.
- Assist with the development, production and validation of reports, dashboards and other information services for relevant governance boards ensuring delivery to time and the required quality.
- Responsible for the collation and input of data, ensuring that accurate and timely information is available in the appropriate format for reporting and audit purposes.
- To be responsible for the continuous development of data capture and ensuring any new requirements are implemented and the required data is captured.
- Rectify inaccurate pathways on PAS and feed information to the 18 Week Performance Team to ensure that all staff are trained to competently record patient 18 week pathway data.
- To carry out general administration duties and provide clerical assistance as required.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
- Ensure all administrative processes are delivered to a high professional standard.
- To be aware of the patients point in their pathway and escalate any issues that arise.
- To contribute to the delivery of key performance targets and a high standard of service to patients and their carers.
- The post holder will meet regularly if required with the clinicians to validate the status of the patient pathway.
- Use the electronic patient database system to input, validate and update patient information.
- In conjunction with key individuals from the relevant services, use hospital information systems to track patient activity along the 18-week pathway. Develop processes for tracking and triggers to highlight patients who are at risk of failing to meet the 18-week target
- Work with a wide range of colleagues to ensure that they can identify patient pathways and have the knowledge and skills to accurately record pathways on the patient administration system (PAS).
- Work with staff from all specialties and areas to coordinate correct information and its implementation across clinical departments.
- In conjunction with management and clinical colleagues take an active role in pathway redesign to overcome blockages and bottlenecks. Suggest improvements and take an active role in redesign of administrative processes to support new clinical pathways.
- Work closely with the Operational Support Manager and identify areas for action.
- Advise on technical aspects of the 18-week target rules, fostering a culture of change and improvement, helping to ensure a smooth booked pathway of care.
- Undertake routine or ad hoc data validation as required.
- Introduce and undertake checks for data completeness and quality.
- Assist with the development, production and validation of reports, dashboards and other information services for relevant governance boards ensuring delivery to time and the required quality.
- Responsible for the collation and input of data, ensuring that accurate and timely information is available in the appropriate format for reporting and audit purposes.
- To be responsible for the continuous development of data capture and ensuring any new requirements are implemented and the required data is captured.
- Rectify inaccurate pathways on PAS and feed information to the 18 Week Performance Team to ensure that all staff are trained to competently record patient 18 week pathway data.
- To carry out general administration duties and provide clerical assistance as required.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications and Training
Essential
- Recognised qualification in Maths and English e.g. GCSE grade A - C or equivalent
- Microsoft Word, Excel, Access and PowerPoint to RSA Stage 2 or equivalent
- NVQ level 3 in Business and Administration or equivalent
Desirable
- Evidence of continuous professional development Any further educational qualifications a distinct advantage.
Experience
Essential
- Significant administrative experience including initiating and maintaining office systems
- Experience of working in a healthcare setting
- Experience of working in a multi-disciplinary patient-centred environment
- An understanding of processes which ensure confidentiality is maintained and Data Protection requirements are adhered to.
- Experience of using a Patient Administration System
- Experience of data collection, analysis and management
- Experience of completing detailed returns on a regular basis (e.g. to senior management or regionally / nationally)
- Experience of using a range of different software applications
Desirable
- Experience of working in paediatric healthcare setting
- Knowledge of relevant Trust's policies and ability to ensure compliance
Knowledge and Skills
Essential
- Knowledge of and experience of working with waiting list policies, outpatient and inpatient waiting time targets
- Evidence of excellent organisational skills, prioritisation and communication skills
- Experience of being able to work as part of a team, whilst being able to work independently
- Comprehensive knowledge of Microsoft Office and ability to use Excel spreadsheets and pivot tables.
- Computer literate with working experience of Microsoft Office including Word, Excel, and PowerPoint
Personal Attributes
Essential
- Team player but able to work on own initiative
- Well-developed people skills including facilitation and negotiation skills
- Interpersonal skills
- Able to multitask and remain calm when faced with conflicting priorities.
- Meticulous and strong attention to detail.
- Ability to ask for help and guidance
Demonstrates Trust Values
Essential
- Compassion, Accountability, Respect and Excellence.
Person Specification
Qualifications and Training
Essential
- Recognised qualification in Maths and English e.g. GCSE grade A - C or equivalent
- Microsoft Word, Excel, Access and PowerPoint to RSA Stage 2 or equivalent
- NVQ level 3 in Business and Administration or equivalent
Desirable
- Evidence of continuous professional development Any further educational qualifications a distinct advantage.
Experience
Essential
- Significant administrative experience including initiating and maintaining office systems
- Experience of working in a healthcare setting
- Experience of working in a multi-disciplinary patient-centred environment
- An understanding of processes which ensure confidentiality is maintained and Data Protection requirements are adhered to.
- Experience of using a Patient Administration System
- Experience of data collection, analysis and management
- Experience of completing detailed returns on a regular basis (e.g. to senior management or regionally / nationally)
- Experience of using a range of different software applications
Desirable
- Experience of working in paediatric healthcare setting
- Knowledge of relevant Trust's policies and ability to ensure compliance
Knowledge and Skills
Essential
- Knowledge of and experience of working with waiting list policies, outpatient and inpatient waiting time targets
- Evidence of excellent organisational skills, prioritisation and communication skills
- Experience of being able to work as part of a team, whilst being able to work independently
- Comprehensive knowledge of Microsoft Office and ability to use Excel spreadsheets and pivot tables.
- Computer literate with working experience of Microsoft Office including Word, Excel, and PowerPoint
Personal Attributes
Essential
- Team player but able to work on own initiative
- Well-developed people skills including facilitation and negotiation skills
- Interpersonal skills
- Able to multitask and remain calm when faced with conflicting priorities.
- Meticulous and strong attention to detail.
- Ability to ask for help and guidance
Demonstrates Trust Values
Essential
- Compassion, Accountability, Respect and Excellence.
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).
