MDT Co-ordinator (XN04)

Leeds Teaching Hospitals

The closing date is 06 February 2025

Job summary

The MDT Co-ordinator will provide a comprehensive administrative service to support and cover the Multidisciplinary Teams (MDTs) and ensure the effective management of accurate and timely data to enable clinical decision-making at MDT meetings when required.

The post-holder will coordinate, proactively manage and track patients against the National Orthopaedic Standards. They will escalate problems to CSU management in a timely manner so that remedial action can be taken where necessary to ensure waiting times targets are met.

Main duties of the job

Where appropriate the individual may manage a small team of staff, ensuring cover arrangements and support is available for the smooth running of the MDT. The individual will also provide cover to the MDTs, in the specialities in most need of resources, especially in times of annual leave, sickness/absence, and during periods of transition between appointments. The post-holder will coordinate all aspects of the patient pathway in their specialty and be responsible for prioritising work, reviewing work practices, setting up, managing and ensuring effective running of MDT meetings when required. In addition the MDT Coordinator will be responsible for ensuring all patients are monitored and tracked, for maintaining the orthopaedic database and ensuring information is communicated to the appropriate clinical and administrative staff within the Trust.

The post-holder will work across management teams and organisational boundaries.

Where appropriate the post-holder will supervise MDT Administration Officers and be responsible for appropriate supervisory and personnel arrangements.

About us

THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Date posted

16 January 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-CAH-081

Job locations

Chapel Allerton Hospital

Chapeltown Road

Leeds

LS7 4SA

Job description

Job responsibilities

Managing MDT Meetings

The post-holder will be responsible for (when required):

Coordination and management of the MDT meetings ensuring that dates and venues for the weekly meetings are booked for the full year and that all MDT members are aware of the details for the meetings.

Ensuring all new cancer patients are tracked and highlighted for discussion at MDT meetings, when results etc are available.

Ensuring MDT members know which patients are listed for MDT meeting discussion so they can prepare slides, results and x-rays etc. Ensuring that case notes, diagnostic test results, x-rays, audio/visual equipment etc., are available for each patient.

Ensuring an attendance register is kept, proformas outlining patient treatment options/decisions are completed.

Keeping orderly filing systems for MDT documentation for review by Peer Review Teams.

Information / Data Collection:

Collect and record patient information from Trust data recording systems (e.g. pathology, radiology, outpatients, bookings, PPM database etc to ensure the patients progress can be measured.

Ensure all relevant 2 week wait outpatient referrals, including those from other Trusts, are entered onto the PPM Database.

Ensure non-two week wait patients, diagnosed with cancer but picked up through incidental findings or other routes, are entered on the PPM Database so that progress against the 31 day pathway can be tracked.

Tracking and Case Management:

Work closely with consultants, specialist nurses, clerical and other staff to deliver a coordinated, consistent tracking and information service.

Monitor the patients progress on the pathway and check daily to ensure that escalation points are adhered to.

Utilise reports in the PPM Database to monitor patients and identify delays for action.

Weekly CSU Performance Management Meetings:

Ensure preparation for weekly tracking/performance meetings, including patient pathway information from PTL reports, is completed.

Present information to the CMSU Business Manager in a readily usable format as described in the Operational Policy for MDT Coordinators.

Reporting Breaches of the Target:

Identify breaches via the tracking systems, in accordance with the cancer wait guidance, and report these to key staff within the Trust.

Ensure all breaches are identified and an initial report sent weekly to members of the clinical team and CSU Business Managers.

Communication:

Gather information from various sources to ensure that the patient benefits from improved and speedier communication.

Communicate with key departments (diagnostics, clinic bookings etc.,) to ascertain if treatments conducted and to update records and databases.

Staff Management:

Supervise Data Clerk(s) (AfC3) (if required when working in the relevant CSU)) and undertake relevant supervisory requirements, such as an annual appraisal.

Contribute towards developing a co-operative and supportive team environment.

Other Duties & Responsibilities:

Responsible for organising MDT development meetings including taking and distributing minutes.

Job description

Job responsibilities

Managing MDT Meetings

The post-holder will be responsible for (when required):

Coordination and management of the MDT meetings ensuring that dates and venues for the weekly meetings are booked for the full year and that all MDT members are aware of the details for the meetings.

Ensuring all new cancer patients are tracked and highlighted for discussion at MDT meetings, when results etc are available.

Ensuring an attendance register is kept, proformas outlining patient treatment options/decisions are completed.

Keeping orderly filing systems for MDT documentation for review by Peer Review Teams.

Information / Data Collection:

Collect and record patient information from Trust data recording systems (e.g. pathology, radiology, outpatients, bookings, PPM database etc to ensure the patients progress can be measured.

Ensure all relevant 2 week wait outpatient referrals, including those from other Trusts, are entered onto the PPM Database.

Tracking and Case Management:

Work closely with consultants, specialist nurses, clerical and other staff to deliver a coordinated, consistent tracking and information service.

Monitor the patients progress on the pathway and check daily to ensure that escalation points are adhered to.

Utilise reports in the PPM Database to monitor patients and identify delays for action.

Weekly CSU Performance Management Meetings:

Ensure preparation for weekly tracking/performance meetings, including patient pathway information from PTL reports, is completed.

Present information to the CMSU Business Manager in a readily usable format as described in the Operational Policy for MDT Coordinators.

Reporting Breaches of the Target:

Identify breaches via the tracking systems, in accordance with the cancer wait guidance, and report these to key staff within the Trust.

Ensure all breaches are identified and an initial report sent weekly to members of the clinical team and CSU Business Managers.

Communication:

Gather information from various sources to ensure that the patient benefits from improved and speedier communication.

Communicate with key departments (diagnostics, clinic bookings etc.,) to ascertain if treatments conducted and to update records and databases.

Staff Management:

Supervise Data Clerk(s) (AfC3) (if required when working in the relevant CSU)) and undertake relevant supervisory requirements, such as an annual appraisal.

Contribute towards developing a co-operative and supportive team environment.

Other Duties & Responsibilities:

Responsible for organising MDT development meetings including taking and distributing minutes.

Person Specification

Other Criteria

Essential

Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health and safety etc.

Qualifications

Essential

Minimum of GCSE or equivalent
RSA level II or equivalent
Knowledge of medical terminology
NVQ Level III or equivalent experience

Desirable

IT/CLAIT
ECDL or willingness to undertake training

Skills and Behaviours

Essential

Professional attitude to work, diplomatic and calm under pressure
Ability to work flexibly and adapt to changes in work circumstances
Reliable and self-motivated

Experience

Essential

Thorough knowledge of patient administration processes
Experience of working in a customer/patient focussed environment
Use of database system in a working environment

Desirable

Knowledge of Trust administrative protocols, policies & procedures
Experience of working in a hospital environment
Experience in supervising junior staff

Person Specification

Other Criteria

Essential

Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health and safety etc.

Qualifications

Essential

Minimum of GCSE or equivalent
RSA level II or equivalent
Knowledge of medical terminology
NVQ Level III or equivalent experience

Desirable

IT/CLAIT
ECDL or willingness to undertake training

Skills and Behaviours

Essential

Professional attitude to work, diplomatic and calm under pressure
Ability to work flexibly and adapt to changes in work circumstances
Reliable and self-motivated

Experience

Essential

Thorough knowledge of patient administration processes
Experience of working in a customer/patient focussed environment
Use of database system in a working environment

Desirable

Knowledge of Trust administrative protocols, policies & procedures
Experience of working in a hospital environment
Experience in supervising junior staff

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.