Job summary
The Pathway Co-ordinator will work within Women's Health Services to facilitate the smooth running of the patient journey by ensuring that co-ordinated and streamlined administrative processes revolve around the patient and their clinical care. Services in Women's health, include but are not limited to, Urogynaecology, General Gynaecology, Hysteroscopy, LUTs, Colposcopy, Vulval, Endometriosis, Menopause and Fertility. Pathway Co-ordinators are responsible for ensuring the safe and efficient management of patients throughout their pathway; acting as a point of contact for patients and service clinicians, ensuring the patients and carer experience is at the heart of patient care and ensuring potential breaches of RTT (referral to treatment) and other waiting times targets are avoided or escalated to the relevant manager
Main duties of the job
The post holder will proactively manage and track the progress of referrals to ensure each stage of the pathway is fully planned and booked, whilst also working with colleagues throughout the Trust to ensure waiting time targets are achieved. They will be required to assist in the data quality and validation, ensuring all patients have recorded pathway start dates, and support the management team to identify areas that require pathway improvements. The post holder will provide cross-over within the Women's Health Pathway Co-ordinator team to ensure a consistent and effective administration service is maintained at all time.
About us
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trustbelieves that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Job description
Job responsibilities
Ensure patients are scheduled in accordance with national waiting time targets and the Trusts Patients Access Policy, accurately recording this process. Ensure consultants timetables, outpatient clinics and treatment sessions are fully and appropriately utilised.
Ensure all aspects of patient pathways in relation to access, booking and choice are completed and recorded by the team in line with the Trust Access policy and national data quality standards.
- Arrange or modify clinic templates, including the creation of clinics for new clinicians or following changes to current clinical job plans.
- Manage changes to patient appointments as required due to clinician leave or other changes to service, ensuring changes are made in line with Trust and local access policies. Record actions around this, contact patients to give them relevant information and keep clinicians informed of alterations.
- Support the management of service waiting lists, identifying any short falls in capacity. Suggest alternative solutions to any issues and escalate them where necessary.
- Use available IT systems and data tools to track patients along their pathway and take proactive action to avoid potential breaches, check future service needs and capacity, and escalate any potential issues to ensure these can be managed well in advance of them becoming a problem.
- Manage discharges where this is clinically appropriate, in line with service SOPs.
- Proactively manage service generic email account, triaging queries and responding to admin queries where appropriate.
- Arrange and book transport and interpreters, ensuring patients are supplied with any necessary information and explanatory leaflets.
- Maintain data quality by ensuring that the Patient Administration Systems are updated regularly with cancellations, DNAs and other information as appropriate.
- Generate and send patient letters and information leaflets as appropriate and amend letters and patient leaflets if required, to ensure that information distributed to patients is accurate and current.
- Ensure correspondence received from other organisations is filed/uploaded into patient health records in a timely manner.
- Support and attend MDT meetings as appropriate, liaising with Clinical Teams as appropriate about individual cases of concern.
- Participate in and facilitate audits as required, disseminating necessary information as requested by the clinical lead.
- Provide administrative support to the consultant team as appropriate.
Job description
Job responsibilities
Ensure patients are scheduled in accordance with national waiting time targets and the Trusts Patients Access Policy, accurately recording this process. Ensure consultants timetables, outpatient clinics and treatment sessions are fully and appropriately utilised.
Ensure all aspects of patient pathways in relation to access, booking and choice are completed and recorded by the team in line with the Trust Access policy and national data quality standards.
- Arrange or modify clinic templates, including the creation of clinics for new clinicians or following changes to current clinical job plans.
- Manage changes to patient appointments as required due to clinician leave or other changes to service, ensuring changes are made in line with Trust and local access policies. Record actions around this, contact patients to give them relevant information and keep clinicians informed of alterations.
- Support the management of service waiting lists, identifying any short falls in capacity. Suggest alternative solutions to any issues and escalate them where necessary.
- Use available IT systems and data tools to track patients along their pathway and take proactive action to avoid potential breaches, check future service needs and capacity, and escalate any potential issues to ensure these can be managed well in advance of them becoming a problem.
- Manage discharges where this is clinically appropriate, in line with service SOPs.
- Proactively manage service generic email account, triaging queries and responding to admin queries where appropriate.
- Arrange and book transport and interpreters, ensuring patients are supplied with any necessary information and explanatory leaflets.
- Maintain data quality by ensuring that the Patient Administration Systems are updated regularly with cancellations, DNAs and other information as appropriate.
- Generate and send patient letters and information leaflets as appropriate and amend letters and patient leaflets if required, to ensure that information distributed to patients is accurate and current.
- Ensure correspondence received from other organisations is filed/uploaded into patient health records in a timely manner.
- Support and attend MDT meetings as appropriate, liaising with Clinical Teams as appropriate about individual cases of concern.
- Participate in and facilitate audits as required, disseminating necessary information as requested by the clinical lead.
- Provide administrative support to the consultant team as appropriate.
Person Specification
Education and Qualifications
Essential
- Minimum of 5 GCSEs or equivalent experience including English and Mathematics A level / B-Tec or equivalent experience ECDL
- Excellent oral and written communication with colleagues, patients, carers and external contacts
- Experience dealing with customer complaints and customer care
Desirable
- Understanding of equality and diversity and its application in the workplace and when working with the public
- Experience of patient administration work in a healthcare setting
- Experience working in a similar role in a hospital/health care setting
Skills and Abilities
Essential
- Ability to manage own workload
- Skilled in ensuring detailed tasks are completed to a high level of accuracy within tight timescales
- Confident to work assertively with multi-disciplinary team
Personal Qualities
Essential
- Demonstrates excellent interpersonal, verbal and written communication skills
- Proactive, takes own initiative
- Committed to a "Patient/Client First" philosophy
Person Specification
Education and Qualifications
Essential
- Minimum of 5 GCSEs or equivalent experience including English and Mathematics A level / B-Tec or equivalent experience ECDL
- Excellent oral and written communication with colleagues, patients, carers and external contacts
- Experience dealing with customer complaints and customer care
Desirable
- Understanding of equality and diversity and its application in the workplace and when working with the public
- Experience of patient administration work in a healthcare setting
- Experience working in a similar role in a hospital/health care setting
Skills and Abilities
Essential
- Ability to manage own workload
- Skilled in ensuring detailed tasks are completed to a high level of accuracy within tight timescales
- Confident to work assertively with multi-disciplinary team
Personal Qualities
Essential
- Demonstrates excellent interpersonal, verbal and written communication skills
- Proactive, takes own initiative
- Committed to a "Patient/Client First" philosophy
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.
