Vascular Surgery Pathway Coordinator

King's College Hospital NHS Foundation Trust

This job is now closed

Job summary

An exciting opportunity has arisen for an Admissions Pathway Coordinator within the Cardiovascular Care Group at Kings College Hospital NHS Foundation Trust.

We are looking for an enthusiastic, proactive and motivated individual with good communication and interpersonal skills, to join our team as an Admissions Pathway Coordinator within the Vascular Surgery Department.

The post holder will be responsible for the efficient and effective management of both inpatient and day case vascular waiting lists, from the point of referral to the day of operation in compliance with local and national performance targets and best practice, ensuring compliance with RTT waiting time targets. They will work as part of the Vascular Multidisciplinary Team (MDT) to facilitate the smooth running of the inpatient and day case patient journey, and coordinate the administrative pathway for vascular patients, ensuring effective cooperation between departments involved in the delivery of care to patients.

Previous applicants need not apply

Main duties of the job

The post holder will provide a point of contact for patients and MDT members and will be involved in facilitating service improvement to streamline the patient journey and improve the quality of patient care. This will include the administration of the clinics, following up patient investigations and admissions for procedures. They will be responsible for developing and maintaining information systems in line with Trust strategy and for the accurate recording and reporting of clinical and performance data.

The post holder will liaise with the Vascular Surgeons to ensure any outstanding medical information is accurately updated on EPIC, enabling un coded clinical events to be validated as part of the financial payment process to ensure all income is received by the Trust for the care and treatment provided.

The post holder will be expected to work effectively within the multi-disciplinary team to ensure the provision of a high quality, patient-centred service. Particular emphasis is placed at Kings on the need to ensure that all staff recognise their responsibility to deliver services in a high quality, courteous, patient focused manner, maintaining patient confidentiality at all times.

The post holder will be required to attend regular department meetings relating to admissions. These include RTT / waiting lists, Day Surgery and Main Theatre scheduling meetings.

About us

King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.

Date posted

24 January 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£31,944 to £34,937 a year Per annum including HCA

Contract

Permanent

Working pattern

Full-time

Reference number

213-CAX-6856555-B

Job locations

King's College Hospital

Denmark Hill

London

SE5 9RS

Job description

Job responsibilities

Administrative Responsibilities

Waiting List Management

1. To be responsible for the management of the inpatient waiting list for the Vascular Consultants.

2. To support the validation of waiting lists as required in relation to Trust guidelines ensuring that all patients are fit and still requiring surgery.

3. To liaise with the multidisciplinary team in the planning of admissions, ensuring that the patient is provided with appropriate information regarding their admission in a timely manner.

4. To add patients to day case waiting lists accurately on EPIC in a timely manner, in line with Trust policy.

5. Maintain thorough and accurate records of all correspondences with patients throughout their admission process.

6. To ensure any patient cancelled on the day of admission/ surgery for non-medical reasons, is reallocated a date for admission within 28 days, escalating any problems or issues to the line manager and/ or the Vascular Assistant Service Manager/ Cardiovascular Service Manager in a timely manner.

7. To identify the needs of patients in conjunction with their admission episode, i.e. language barriers, anxiety, carer/ dependency issues.

8. To manage waiting list activity and admission data within the Trust IT system (EPIC) and action/ highlight any errors.

Elective Patient Pathway Administration

1. To follow all administrative processes within the elective and emergency Vascular inpatient/ day case pathway, to ensure patient pathways are managed efficiently, smoothly and in accordance with national targets and locally agreed timescales.

2. To ensure key information is uploaded onto the electronic patient records system (EPIC) so that clinical and administrative teams have site of up to date tests results and future appointments.

3. Utilise patient administration systems to understand and coordinate inpatient and day case patients pathway, ensuring key dates are recorded and updated on a daily basis.

4. To ensure that clinical staff and management are aware of key dates in the patient pathway, and that they are aware of potential delays and breaches of key milestones, such as 6 week diagnostic and 18 week waits.

Day Surgery Admission booking and coordination

1. To arrange day surgery admissions in accordance with the Trusts waiting list policy, taking into consideration the type of urgency, waiting list status, previous cancellations and special requirements.

2. To add patients to day case waiting lists accurately onto EPIC in a timely manner, in line with Trust policy.

3. Frequently liaise with the Vascular Consultants/ Clinical Specialist Nurses regarding the case mix of lists so that they are always utilised to maximum capacity.

4. To monitor lists daily and act upon patient cancellations to ensure full usage of the day case theatre lists.

5. To follow procedures for cancelled admissions ensuring that procedure dates are booked according to the Trusts re-book policy, and informing the Assistant Service Manager of any potential problems.

6. Monitor appointment attendance and re-arrange further appointments as required, in line with Trust policies.

7. To understand and demonstrate knowledge and ability to manage patients on an 18 week RTT pathway.

General Administration

1. To courteously and efficiently receive all telephone enquiries from patients, carers and external agencies in relation to hospital admissions, appointments and general enquiries, ensuring that accurate records, both manual and electronic are maintained and appropriate action is taken in a timely manner.

2. To ensure the telephone is answered in a timely manner in line with the Trust greeting policy. To frequently deal with any telephone messages and promptly return telephone calls.

3. To receive and process all incoming correspondence, paper and electronic, ensuring it reaches the appropriate place within the required deadlines, maintaining confidentiality at all times.

4. To ensure patient demographics are kept up-to-date at all times on the Trusts patient database.

5. Deliver the Trust Access and waiting list policies, ensuring standard are met.

6. To deal effectively with Consultant, Registrar, Nursing and Management queries regarding patient appointments and details.

7. To contribute to the administration of the VNUS clinic.

8. To maintain an up to date electronic filing system on a shared network drive.

Job description

Job responsibilities

Administrative Responsibilities

Waiting List Management

1. To be responsible for the management of the inpatient waiting list for the Vascular Consultants.

2. To support the validation of waiting lists as required in relation to Trust guidelines ensuring that all patients are fit and still requiring surgery.

3. To liaise with the multidisciplinary team in the planning of admissions, ensuring that the patient is provided with appropriate information regarding their admission in a timely manner.

4. To add patients to day case waiting lists accurately on EPIC in a timely manner, in line with Trust policy.

5. Maintain thorough and accurate records of all correspondences with patients throughout their admission process.

7. To identify the needs of patients in conjunction with their admission episode, i.e. language barriers, anxiety, carer/ dependency issues.

8. To manage waiting list activity and admission data within the Trust IT system (EPIC) and action/ highlight any errors.

Elective Patient Pathway Administration

2. To ensure key information is uploaded onto the electronic patient records system (EPIC) so that clinical and administrative teams have site of up to date tests results and future appointments.

3. Utilise patient administration systems to understand and coordinate inpatient and day case patients pathway, ensuring key dates are recorded and updated on a daily basis.

Day Surgery Admission booking and coordination

2. To add patients to day case waiting lists accurately onto EPIC in a timely manner, in line with Trust policy.

3. Frequently liaise with the Vascular Consultants/ Clinical Specialist Nurses regarding the case mix of lists so that they are always utilised to maximum capacity.

4. To monitor lists daily and act upon patient cancellations to ensure full usage of the day case theatre lists.

6. Monitor appointment attendance and re-arrange further appointments as required, in line with Trust policies.

7. To understand and demonstrate knowledge and ability to manage patients on an 18 week RTT pathway.

General Administration

2. To ensure the telephone is answered in a timely manner in line with the Trust greeting policy. To frequently deal with any telephone messages and promptly return telephone calls.

3. To receive and process all incoming correspondence, paper and electronic, ensuring it reaches the appropriate place within the required deadlines, maintaining confidentiality at all times.

4. To ensure patient demographics are kept up-to-date at all times on the Trusts patient database.

5. Deliver the Trust Access and waiting list policies, ensuring standard are met.

6. To deal effectively with Consultant, Registrar, Nursing and Management queries regarding patient appointments and details.

7. To contribute to the administration of the VNUS clinic.

8. To maintain an up to date electronic filing system on a shared network drive.

Person Specification

Education & Qualifications

Essential

Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE pass or equivalent standard.

Desirable

Courses/further study attended to demonstrate evidence of personal development. Diploma level qualification or equivalent experience.

Knowledge and Experience

Essential

Experience of using MS Office applications, such as Word and Excel to a good standard.
Experience of managing patient pathway processes and waiting lists effectively.

Desirable

Demonstrable NHS administrative and organisational experience.
Understanding of NHS access standards including RTT and Planned procedures, with experience in an admissions role.
Proficient in the use of all hospital computerised systems, including EPIC and theatre scheduling.

Skills and Competencies

Essential

Strong communication skills including the ability to relate and communicate with patients and staff at all levels and from different professions.
Excellent written and verbal communication skills combined with an effective and courteous telephone manner
Ability to input and retrieve information on a computerised system, demonstrating high level competency.
Proven ability to work to deadlines, prioritise and multi-task.
Ability to work under pressure within a co-operative multi-disciplinary team based working environment.
Ability to demonstrate working as part of a team and independently.

Desirable

Able to demonstrate knowledge to gather, analyse and report a range of data and information.

Person Specification

Education & Qualifications

Essential

Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE pass or equivalent standard.

Desirable

Courses/further study attended to demonstrate evidence of personal development. Diploma level qualification or equivalent experience.

Knowledge and Experience

Essential

Experience of using MS Office applications, such as Word and Excel to a good standard.
Experience of managing patient pathway processes and waiting lists effectively.

Desirable

Demonstrable NHS administrative and organisational experience.
Understanding of NHS access standards including RTT and Planned procedures, with experience in an admissions role.
Proficient in the use of all hospital computerised systems, including EPIC and theatre scheduling.

Skills and Competencies

Essential

Strong communication skills including the ability to relate and communicate with patients and staff at all levels and from different professions.
Excellent written and verbal communication skills combined with an effective and courteous telephone manner
Ability to input and retrieve information on a computerised system, demonstrating high level competency.
Proven ability to work to deadlines, prioritise and multi-task.
Ability to work under pressure within a co-operative multi-disciplinary team based working environment.
Ability to demonstrate working as part of a team and independently.

Desirable

Able to demonstrate knowledge to gather, analyse and report a range of data and 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.

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).

Additional information