Job summary
We are seeking a highly organized and efficient individual to join our Haemato-Oncology team as a Patient Pathway Co Ordinator (PPC). This role plays a crucial part in supporting the delivery of high-quality patient care within St. Bartholomew's Hospital. The successful candidate will work closely with medical professionals in the Haemato-Oncology department, and beyond, ensuring smooth administrative processes and contributing to the overall efficiency of the unit
Main duties of the job
The post holder will play a key role in actively managing the administrative processes of patient pathways and the associated processes to ensure a smooth and efficient service for patients throughout their journey. They will also provide an effective administration service to the multidisciplinary team
About us
Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment where staff treat one another with dignity and respect. We aim to create an equitable working environment where every individual can fulfil their potential.
Job description
Job responsibilities
- Work with the Senior Medical Secretary PCC and Service Manager in order to ensure that administrative processes for the patient pathway meet the quality standards required both nationally and within the directorate and are adhered
- Implement and manage the Trusts digital dictation/voice recognition system for the service Ensure that all incoming and outgoing communication, including urgent matters are dealt with efficiently (including vetting correspondence and ensuring that appropriate action is taken before passing on).
- Initiate and implement improvements to the administrative element of the pathway. Proactively identifying emerging issues that may cause delays at any point in patient pathways and make recommendations for policy or process changes within administration or any other aspect of the total pathway.
- Participate in plans and standard operating procedures (SOPs) for administration to support changes in service delivery.
- Supervision of new or junior staff with area of
- Work closely with Service Manager and multidisciplinary team to ensure all patients with allocated slot issues (ASIs) are given appointment dates within the time period specified and within the correct clinic specification.
- Use the Trust information systems to monitor the patients pathway progression, monitoring appointments and attendance through the use of IT systems such as
DMS/EPR/CRS. Also use this information to identify problems in the processes and ensure these resolved.
- Ensure all referrals are sent promptly to the relevant person / Central Appointments and dealt with, in line with the correct departmental procedure.
- Input and retrieve information from the departmental and /or Trust computer systems in accordance with departmental guidelines.
- Forward patients corrected/updated details to Central
- Use the CRS System booking when required, including the moving and creating of new slots for patients.
- Maintain a regular forward look of upcoming clinics, ensuring all diagnostics are present and correct, and under or over-booking issues are proactively dealt with.
- Supply clinicians and others with information on the 18 weeks status / Cancer waiting time status of the patients when required highlighting patients of concern or interest.
- Assist in booking diagnostics when required
- Maintain Waiting/TCI Lists where applicable
- When clinics are cancelled at short notice, inform patients of
- Deal proactively with all enquiries from patients, carers, GPs and other service users, ensuring where possible that the callers needs are met or they are transferred to the most appropriate person. Respond to all informal concerns/complaints coming into the department both on the telephone and in writing. Respond to more complex cases that are escalated by other team members involving service/delivery manager or clinical staff as appropriate.
- Ensure that there is a system to keep a record of the movement of medical records passing through the administrative office, and maintain the notes, and track to the appropriate department, enabling continuity of care.
- Maintain a central record of doctors/consultants annual leave/study days and reports and actions any clinic/theatre cancellations and annual leave requests from the clinical team. Developing a pro-active approach to monitoring leave affecting clinical commitments and ensuring forward looks / planning is established.
- Ensure that stationery and office equipment is used efficiently and that any specific unmet needs are brought to the attention of the Service Manager/Delivery Manager
The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.
The post holder might be required to work across the Trust at any time throughout the duration of his/her contract, which may entail travel and working at different
Job description
Job responsibilities
- Work with the Senior Medical Secretary PCC and Service Manager in order to ensure that administrative processes for the patient pathway meet the quality standards required both nationally and within the directorate and are adhered
- Implement and manage the Trusts digital dictation/voice recognition system for the service Ensure that all incoming and outgoing communication, including urgent matters are dealt with efficiently (including vetting correspondence and ensuring that appropriate action is taken before passing on).
- Initiate and implement improvements to the administrative element of the pathway. Proactively identifying emerging issues that may cause delays at any point in patient pathways and make recommendations for policy or process changes within administration or any other aspect of the total pathway.
- Participate in plans and standard operating procedures (SOPs) for administration to support changes in service delivery.
- Supervision of new or junior staff with area of
- Work closely with Service Manager and multidisciplinary team to ensure all patients with allocated slot issues (ASIs) are given appointment dates within the time period specified and within the correct clinic specification.
- Use the Trust information systems to monitor the patients pathway progression, monitoring appointments and attendance through the use of IT systems such as
DMS/EPR/CRS. Also use this information to identify problems in the processes and ensure these resolved.
- Ensure all referrals are sent promptly to the relevant person / Central Appointments and dealt with, in line with the correct departmental procedure.
- Input and retrieve information from the departmental and /or Trust computer systems in accordance with departmental guidelines.
- Forward patients corrected/updated details to Central
- Use the CRS System booking when required, including the moving and creating of new slots for patients.
- Maintain a regular forward look of upcoming clinics, ensuring all diagnostics are present and correct, and under or over-booking issues are proactively dealt with.
- Supply clinicians and others with information on the 18 weeks status / Cancer waiting time status of the patients when required highlighting patients of concern or interest.
- Assist in booking diagnostics when required
- Maintain Waiting/TCI Lists where applicable
- When clinics are cancelled at short notice, inform patients of
- Deal proactively with all enquiries from patients, carers, GPs and other service users, ensuring where possible that the callers needs are met or they are transferred to the most appropriate person. Respond to all informal concerns/complaints coming into the department both on the telephone and in writing. Respond to more complex cases that are escalated by other team members involving service/delivery manager or clinical staff as appropriate.
- Ensure that there is a system to keep a record of the movement of medical records passing through the administrative office, and maintain the notes, and track to the appropriate department, enabling continuity of care.
- Maintain a central record of doctors/consultants annual leave/study days and reports and actions any clinic/theatre cancellations and annual leave requests from the clinical team. Developing a pro-active approach to monitoring leave affecting clinical commitments and ensuring forward looks / planning is established.
- Ensure that stationery and office equipment is used efficiently and that any specific unmet needs are brought to the attention of the Service Manager/Delivery Manager
The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.
The post holder might be required to work across the Trust at any time throughout the duration of his/her contract, which may entail travel and working at different
Person Specification
Qualifications and knowledge
Essential
- GCSE, A Level or equivalent standard of education
- A good level of medical terminology
- ECDL or equivalent experience ie experience of a range of IT packages such as word, excel, outlook and power point
Experience
Essential
- Competence with a range of IT packages, e.g. CRS and EPR
- Acts responsibly as a team member and seeks help if necessary
- Ability to use and maintain resources efficiently and effectively and encourage others to do so
- Able to monitor quality of own work and others
- Ability to treat everyone with whom s/he comes into contact with dignity and respect
- Experience of Human Rights, Equality and Diversity policies and procedures
- Previous experience of working in a multitasking environment /team
- Minimum of 1 years NHS administration/ medical secretarial/ pathway experience or equivalent non NHS
Qualifications and knowledge
Essential
- GCSE A Level or equivalent standard of education
- A good level of medical terminology
- ECDL or equivalent experience i.e. experience of a range of IT packages such as word, excel, outlook and power point
Desirable
- AMSPAR or equivalent NVQ
- Supervisory or office management skills equivalent to certificate level
Skills
Essential
- Data/Records/Information Management
- Accurate data entry, typing and checking skills
- Ability to produce correspondence & reports of a high calibre
- Ability to provide constructive
- opinions and views on ideas for service improvement
- Ability to assess risk and report any issues that may put Health and Safety at risk
- Acts in a way that is consistent with legislation, policies and procedures and promotes the Trust Health and Safety policies
- Experience of assisting in maintaining a healthy, safe and secure working environment for self and others
Desirable
- Ability to present team updates & information to a high calibre
- Have a sound understanding of NHS wide initiatives and experience of responding positively to ensure local implementation
Experience
Essential
- Competence with a range of IT packages, e.g. CRS and EPR
- Acts responsibly as a team member and seeks help if necessary
- Ability to use and maintain resources efficiently and effectively and encourage others to do so
- Able to monitor quality of own work and others
- Ability to treat everyone with whom s/he comes into contact with dignity and respect
- Experience of Human Rights, Equality and Diversity policies and procedures
- Previous experience / working knowledge of cancer /18 weeks RTT programme
Desirable
- Previous experience of staff supervision or line management
- Previous experience of managing patient tracking lists (PTL)
Person Specification
Qualifications and knowledge
Essential
- GCSE, A Level or equivalent standard of education
- A good level of medical terminology
- ECDL or equivalent experience ie experience of a range of IT packages such as word, excel, outlook and power point
Experience
Essential
- Competence with a range of IT packages, e.g. CRS and EPR
- Acts responsibly as a team member and seeks help if necessary
- Ability to use and maintain resources efficiently and effectively and encourage others to do so
- Able to monitor quality of own work and others
- Ability to treat everyone with whom s/he comes into contact with dignity and respect
- Experience of Human Rights, Equality and Diversity policies and procedures
- Previous experience of working in a multitasking environment /team
- Minimum of 1 years NHS administration/ medical secretarial/ pathway experience or equivalent non NHS
Qualifications and knowledge
Essential
- GCSE A Level or equivalent standard of education
- A good level of medical terminology
- ECDL or equivalent experience i.e. experience of a range of IT packages such as word, excel, outlook and power point
Desirable
- AMSPAR or equivalent NVQ
- Supervisory or office management skills equivalent to certificate level
Skills
Essential
- Data/Records/Information Management
- Accurate data entry, typing and checking skills
- Ability to produce correspondence & reports of a high calibre
- Ability to provide constructive
- opinions and views on ideas for service improvement
- Ability to assess risk and report any issues that may put Health and Safety at risk
- Acts in a way that is consistent with legislation, policies and procedures and promotes the Trust Health and Safety policies
- Experience of assisting in maintaining a healthy, safe and secure working environment for self and others
Desirable
- Ability to present team updates & information to a high calibre
- Have a sound understanding of NHS wide initiatives and experience of responding positively to ensure local implementation
Experience
Essential
- Competence with a range of IT packages, e.g. CRS and EPR
- Acts responsibly as a team member and seeks help if necessary
- Ability to use and maintain resources efficiently and effectively and encourage others to do so
- Able to monitor quality of own work and others
- Ability to treat everyone with whom s/he comes into contact with dignity and respect
- Experience of Human Rights, Equality and Diversity policies and procedures
- Previous experience / working knowledge of cancer /18 weeks RTT programme
Desirable
- Previous experience of staff supervision or line management
- Previous experience of managing patient tracking lists (PTL)
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).
