MDT Pathways Co-ordinator

Job description

Job responsibilities

Main Duties and Responsibilities

To promote administration support to the MDT teams during the clinical pathways programmes.

Explain referrals into the system to clinicians and third parties who wish for MDT appointments to take place.

Work closely with clinicians to ensure that all patients are on the correct pathway.

Work closely with clinical staff to ensure that you support their administration needs.

Review and update the referrals process as required.

Co-ordinate, organise and support MDT meetings.a. Agreeing MDT scheduleb. Booking clinics and co-ordinating clinical inputc. Ensuring that the right people are available for each MDT meeting.d. Ensure that all documentation and clinical information is ready for the MDT meeting.e. Supporting correspondence to patients and their carers.f. Attend MDT meetings if required.g. Ensure that the outcome of the MDT meeting is captured as an action plan and maintain a record of these actions and decisions.h. Use all aspects of technology to support MDT meetings, as required.

Co-ordinate, organise and support clinic appointments for children in mainstream and special schools across Cambridgeshire.a. Agreeing / following appointment schedule set by the paediatrician and discuss requests from other clinicians with the named paediatrician to deviate from the previously agreed review period.b. Booking clinics and ensure that clinicians are informed of who will be coming to clinic so they can attend or send updates for appointments.c. Ensuring that the right people are available for each MDT appointment.d. Ensure that all documentation and clinical information is ready for the MDT appointment.e. Supporting correspondence to patients and their carers. By amending the questionnaire, creating the letter for review, then sending out to all named parties.f. Use all aspects of technology to support MDT appointments, as required.

Monitor and track the progress of children requiring MDT assessment and escalate to clinical leads as appropriate using the tools available on SystmOne.

Collect and collate statistical information relating to the service as required.

Develop a comprehensive knowledge of services.

Be able to give facts and figures for children being supported when asked by clinicians.

Support the various teams with training (e.g. SystmOne Champion, excellent Microsoft understanding) across IT areas.

Liaise with the Early Support Team to support referrals to the team and start appointments to new children as identified by them.

Foster relationships with external organisations and voluntary organisations.

Liaise with voluntary organisations for patient and carer support.

Work with voluntary organisations to facilitate care pathway packages and support groups.

Be central point of contact for families and external agencies to support children with complex needs.

Prioritise and manage own workload.

Liaise with clinical staff and ensure that information is shared between teams.

Propose and implement changes to practice as appropriate under review in order to make sure that this is more formally recognised and processes exist.

Write and keep up to date all standard operating procedures for area of work.

To undertake any audits required by the services relating to this department.

Key relationships

Specialist Services administration team Early support co-ordinators Advice and Co-ordination team at Cambridgeshire County Council Safeguarding and Looked after Children team Specialist Services clinical team Central administration team Voluntary information

Communication

Undertake a key role in internal and external communication for the MDT pathway, developing networks and effective communication with individuals, teams and organisations

Use innovative ways to ensure good communication within the service, to external agencies and with service users

Liaising, working closely and forming good relationships with all members of the MDT pathways teams and clinical leads.

To participate in administration meetings when invited and appropriate.

Working closely with voluntary sectors to support and complement the services EEC provide

Ensure that all information is disseminated to staff as appropriate

Act as a link between medical/clinical staff and the admin team to ensure a high standard of service is maintained at all times. Liaise closely when asked by clinicians with admin team and make suggestions to follow up requests back to the clinicians.

Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary demonstrate/assist less experienced colleagues with tasks. Identify risks in the system and share knowledge with both clinicians and admin staff so that they can be minimised.

To answer queries from doctors, clinicians and other staff, regarding clinics and patients.

Ensure clear and effective liaison with other agencies, e.g. Education, Social Services, Police, etc.

To fully understand and work in a manner that recognises the importance of confidentiality and the sensitive nature of the information that is being stored or shared.

Contribute to EEC internal communication strategies ensuring effective two-way communication and engagement within the organisation.

Contribute to EEC external communication strategies to raise awareness and promote the reputation of EEC services.

Service Development

As MDT Co-ordinator, to input as required when relevant to meetings to support all services with changes observed across the trust.

To support Clinical Leads to investigate and implement changes to support improved services for families / manage reduced staffing levels while trying to maintain previous offers.

Budgetary Responsibility

To order materials and consumables within requirements of service whilst ensuring best value for money

Receipt goods in as required

Human Resources

To support inductions within the administration team as required

Maintaining own professional development and requirement to take part in appraisal and KSF process

Clinical and Practice Governance

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.

Develop and maintain systems to monitor processes and pathways to ensure that failsafe are in place

The post holder must adhere to the Trust risk assessment and risk management processes

The post holder must adhere to infection control policies and procedures

Undertake mandatory training and any other training relevant to the role as required by East of England Community Health and Care NHS Trust.

The post holder must participate in clinical and other audits as required

The post holder is required to participate in relevant emergency preparedness process for their team.

Person Specification

Qualifications & Training

Essential

• Educated to NVQ4 in Business & Administration or equivalent qualifications or relevant experience in administration
• GCSE or equivalent qualification in Maths and English

Experience

Essential

• Post holder must have considerable experience of working in the field of administration
• Experience of working in a patient/customer focused setting
• Works under own initiative
• Use of Microsoft applications, Word, Outlook Excel, databases

Desirable

• Experience of working across multiple disciplines including external agencies
• Experience of working in Children's Services and working with children with complex needs
• Experience of using SystmOne and/or managing waiting lists
• Experience of organising meetings with integrated teams

Knowledge & Skills

Essential

• Excellent communication and interpersonal skills
• Effectively prioritises, organises and co-ordinates own work, with excellent time management
• Able to foster good working relationships to facilitate collaborative working
• Ability to resolve conflict and remain calm under pressure

Desirable

• Have an understanding of clinical governance
• Awareness of the needs of families with disabled children
• Understanding the needs of culturally diverse communities and hard to reach groups

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).

Employer details

Employer name

East of England Community Health and Care NHS Trust (Cambridge)

Address

The Peacock Centre, Brookfields Hospital Site

351 Mill Road

Cambridge

CB1 3UG

United Kingdom

Employer's website

https://www.eastofenglandcommunityhealthandcare.nhs.uk/ (Opens in a new tab)