Job summary
An exciting opportunity has arisen for a team player to join the Dermatology department as the Band 4 Biologics Co-ordinator, helping manage >500 patients across both our hospital sites. The successful post holder will be required to complete and track funding requests for high-cost drugs to the ICB and liaise with patients, pharmacy, GPs, Homecare providers and Clinicians to ensure that patients are safely monitored and receive their treatment without delay or interruption. You will be flexible to cover all duties, organising own day to day work, multi-tasking as necessary to support the administration of the Biologics pathway, associated clinical activity and maintain the patient database.
The post holder will be required to be flexible to meet the needs of the service.
Main duties of the job
- Coordinating administrative pathways and ensuring an effective process is followed
- Ensuring booking appointments where appropriate
- Ensure that deviations from this are clearly explained and recorded
- Data entry and management
- Coordinating the booking of appointments and investigations as requested by the medical staff
- Manage prescription requests
- Be the point of contact for the pathway
- Autonomously deal with issues as they arise, escalating to the Pharmacist Prescriber, senior Nursing or Medical colleagues as appropriate, and action outcome/instructions
- Create, monitor and audit waiting lists for patients waiting to start new or alternative treatment
- Ensure that a backlog does not develop
- Competently manage telephone enquiries from patients, relatives, healthcare professionals and homecare providers, listening, taking action, giving advice, support and information in a clear, prompt, helpful and professional manner in accordance with confidentiality and data protection guidelines
- Ensure effective communication with key colleagues within and outside of the service
- Understand the key delivery points from the department's strategy and key trust and directorate targets
- Support pharmacist, including homecare paperwork, patient information leaflets, guidelines, pathways and prescription procedures
- Provide an adaptive and flexible approach to accommodate changing and varying directorate and Trust needs, which could necessitate the review and amendment of this job description
About us
Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children's services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.
We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.
The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. If you haven't heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.
Some roles may require weekend shifts at multiple sites.
Job description
Job responsibilities
Biologics Database
- Create, maintain and develop a database for all patients on biologic drugs, current and expired, which includes information on previous drugs, PASI scores etc.
- To maintain and further develop the Biologics drug database, including ensuring all information is accurate and comprehensive for existing and newly diagnosed patients
- Ensure all patients are on the BlueTeq system and have current funding in place funding renewal is required every 6-12 months, depending on the ICB. Liaise with appropriate clinical teams and support staff to identify any patients outside of the established protocol
- Responsible for drafting, submission and monitoring of all funding requests to the ICB via the BlueTeq funding IT system. To ensure these requests are completed accurately. Ensuring all funding issues and queries with patients, Pharmacy and the ICB are resolved in an effective manner and communicated without delay. Adding the new patient to the Biologics Database whilst waiting for funding confirmation. Prepare the prescriptions in readiness for approval
- Re-apply for funding on BlueTeq where appropriate, action funding approval by updating Excel database to advise when funding was approved and for how long. Update the funding approval into Cerner. Advise clinician and Research Team once funding is approved, book consent appointment with ANP and process the prescription once advised to
- Creating and managing all electronic Biologics individual patient folders ensuring information is comprehensive, up-to-date and accurate
- Check NHS.net email account for prescription requests/queries regarding deliveries etc/funding approval
- To coordinate prescription requests from the Homecare providers, prepping and ensuring patient bloods are up to date before forwarding to the Pharmacist Prescriber
- Ensuring all clinic lists have current funding status and prescription requirements present for clinicians/ANP to act on by adding comments to Cerner to alert Consultants of which patients are on Biologics and requesting PASI/DLQI scores where appropriate
- Support the day to day administration of the Biologics Pathway and to support the ANP & Consultants alike
- Keep a log of adverse side-effects of each biologic
Systemic Database
- Create, maintain and develop a database for all patients on systemic drugs
- To maintain and further develop the systemic drug database, including ensuring all information is accurate and comprehensive for existing and newly diagnosed patients
Inflammatory MDT
To organise and attend meetings as required or requested, including room bookings, sending invites, preparing meetings agendas, taking concise minutes and distributing and monitoring action plans.
- Arrange for representatives to present their Biologics drugs via Teams
- Coordinate the agenda with clinicians, record minutes for the NWL Regional Specialist Dermatology Advisory Network.
General
- Undertake training as and where necessary to ensure compliance with Trust policies and service need
- Exhibit a flexible approach to working & undertake other duties as required by your line manager. Cross cover with other members of the team
- To develop and maintain computerised manual filing systems to maintain an efficient system for keeping data
- Team working and professional responsibility for the smooth running of the post
- To liaise with various members of the multidisciplinary team, medical records and information department in order to provide an effective quality service for patients within the service
- To make the best use of information technology e.g. Microsoft office and be involved with learning new technology as it becomes available
- Take personal responsibility to ensure all own mandatory training is up to date and remains current on an ongoing basis. Adhere to all Trust policies
- Ensure that all communication with patients, relatives, GPs, and other members of the MDT are dealt with in a professional, courteous and effective manner.
Job description
Job responsibilities
Biologics Database
- Create, maintain and develop a database for all patients on biologic drugs, current and expired, which includes information on previous drugs, PASI scores etc.
- To maintain and further develop the Biologics drug database, including ensuring all information is accurate and comprehensive for existing and newly diagnosed patients
- Ensure all patients are on the BlueTeq system and have current funding in place funding renewal is required every 6-12 months, depending on the ICB. Liaise with appropriate clinical teams and support staff to identify any patients outside of the established protocol
- Responsible for drafting, submission and monitoring of all funding requests to the ICB via the BlueTeq funding IT system. To ensure these requests are completed accurately. Ensuring all funding issues and queries with patients, Pharmacy and the ICB are resolved in an effective manner and communicated without delay. Adding the new patient to the Biologics Database whilst waiting for funding confirmation. Prepare the prescriptions in readiness for approval
- Re-apply for funding on BlueTeq where appropriate, action funding approval by updating Excel database to advise when funding was approved and for how long. Update the funding approval into Cerner. Advise clinician and Research Team once funding is approved, book consent appointment with ANP and process the prescription once advised to
- Creating and managing all electronic Biologics individual patient folders ensuring information is comprehensive, up-to-date and accurate
- Check NHS.net email account for prescription requests/queries regarding deliveries etc/funding approval
- To coordinate prescription requests from the Homecare providers, prepping and ensuring patient bloods are up to date before forwarding to the Pharmacist Prescriber
- Ensuring all clinic lists have current funding status and prescription requirements present for clinicians/ANP to act on by adding comments to Cerner to alert Consultants of which patients are on Biologics and requesting PASI/DLQI scores where appropriate
- Support the day to day administration of the Biologics Pathway and to support the ANP & Consultants alike
- Keep a log of adverse side-effects of each biologic
Systemic Database
- Create, maintain and develop a database for all patients on systemic drugs
- To maintain and further develop the systemic drug database, including ensuring all information is accurate and comprehensive for existing and newly diagnosed patients
Inflammatory MDT
To organise and attend meetings as required or requested, including room bookings, sending invites, preparing meetings agendas, taking concise minutes and distributing and monitoring action plans.
- Arrange for representatives to present their Biologics drugs via Teams
- Coordinate the agenda with clinicians, record minutes for the NWL Regional Specialist Dermatology Advisory Network.
General
- Undertake training as and where necessary to ensure compliance with Trust policies and service need
- Exhibit a flexible approach to working & undertake other duties as required by your line manager. Cross cover with other members of the team
- To develop and maintain computerised manual filing systems to maintain an efficient system for keeping data
- Team working and professional responsibility for the smooth running of the post
- To liaise with various members of the multidisciplinary team, medical records and information department in order to provide an effective quality service for patients within the service
- To make the best use of information technology e.g. Microsoft office and be involved with learning new technology as it becomes available
- Take personal responsibility to ensure all own mandatory training is up to date and remains current on an ongoing basis. Adhere to all Trust policies
- Ensure that all communication with patients, relatives, GPs, and other members of the MDT are dealt with in a professional, courteous and effective manner.
Person Specification
Education and Qualifications
Essential
- Educated to GCSE Level 5 in IT, Maths and English (or equivalent)
Desirable
- Educated to A Level, Level 3 BTEC (or equivalent) or Above
- RTT Module Training
Experience
Essential
- Significant experience in an NHS or Healthcare, (allow educational setting)
- Extensive administrative and clerical experience
- Experience of a range of Patient Administration Systems (PAS)
Skills and Knowledge
Essential
- Good communication skills, written and verbal. Should include the ability to overcome significant barriers with developed interpersonal skills when providing and receiving highly sensitive/highly contentious information in antagonistic or highly emotive environments
- IT skills, data entry and data analysis
- Commitment to the provision of high-quality services which support the improvement of patient services
- Proven ability to multitask, meeting deadlines and work under pressure, demonstrating organisation and prioritisation.
- Ability to work autonomously or as part of a team
- Able to identify areas for improvement and implement processes as appropriate
Desirable
- Understanding of the structure, procedures and policies of the NHS
- Experience of managing local and regional meetings
Person Specification
Education and Qualifications
Essential
- Educated to GCSE Level 5 in IT, Maths and English (or equivalent)
Desirable
- Educated to A Level, Level 3 BTEC (or equivalent) or Above
- RTT Module Training
Experience
Essential
- Significant experience in an NHS or Healthcare, (allow educational setting)
- Extensive administrative and clerical experience
- Experience of a range of Patient Administration Systems (PAS)
Skills and Knowledge
Essential
- Good communication skills, written and verbal. Should include the ability to overcome significant barriers with developed interpersonal skills when providing and receiving highly sensitive/highly contentious information in antagonistic or highly emotive environments
- IT skills, data entry and data analysis
- Commitment to the provision of high-quality services which support the improvement of patient services
- Proven ability to multitask, meeting deadlines and work under pressure, demonstrating organisation and prioritisation.
- Ability to work autonomously or as part of a team
- Able to identify areas for improvement and implement processes as appropriate
Desirable
- Understanding of the structure, procedures and policies of the NHS
- Experience of managing local and regional meetings
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.
Employer details
Employer name
Chelsea and Westminster Hospital NHS Foundation Trust
Address
Chelsea and Westminster Hospital, West Middlesex University Hospital
Chelsea SW10 9NH, Isleworth TW7 6AF
SW10 9NH
Employer's website
https://www.chelwest.nhs.uk/ (Opens in a new tab)