Job responsibilities
1. JOB DETAILS
Job Title: Patient Pathway Administrator
Reports to: Patient Services Coordinator /
Business
Support Manager
Accountable to: Service
Manager
Band: 3
Unit/Department: ENT
Location : Leeds General Infirmary
AFC Job No: 3717
2. JOB PURPOSE/SUMMARY
To
provide administrative and clerical support to the ENT Head & Neck Cancer
Service.
The
post holder will be responsible for the provision of a full and effective
administrative and clerical support service. They will also be responsible for
inputting data onto the database such as PPM, obtaining further information
prior to patients being seen in clinic and/or being discussed at MDT meetings,
including the updating of relevant patient administration systems. Information
collected could include but not limited to consent forms, family history,
post-mortems and test results. The post holder will be expected to produce
reports as required which also could include drawing a family tree with the
help of specially designed database. The post holder will be expected to
arrange and plan their own work in line with the team on a day-to-day basis within
the overall demands and priorities of the department.
3. ORGANISATIONAL CHART
4. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
Data
Collection and Patient Pathway Tracking
To attend the Triage meetings and
complete any actions as instructed by the Clinical team.
Collect all relevant information
relating to patients in preparation for clinics or as requested by the
clinicians. This includes information required for auditor reporting purposes.
Use the Patient Administration System
and other related support systems to ensure all relevant information / data is
captured in patient medical records and/or electronic systems. Enter
information onto PPM+, the clinical information system (database).
Track and coordinate patients along
their referral pathway, ensuring the correct point along the pathway is
identified on service database and system. This includes highlighting to the
relevant manager when there are concerns about information not available before
patients are booked clinic appointments and patients not being treated within
their waiting time target.
Send and track receipt of Family
History Questionnaires to patients to help support clinical decisions and
management of incoming referrals for cancer and non-cancer pathways. This
includes the drawing of a Pedigree (family tree) where appropriate.
Track patient clinical results and
place patients onto the relevant waiting list when received.
Liaise with relevant teams including
Clinicians, Patient Services Coordinator, Business Support Manager and the
Administration team and ensure the 100% data capture and accuracy of
information entered onto the database in line with local and Trust policy.
Undertake data and patient pathway
audits and system development where guided to help improve service quality.
To contribute to the production of
information for distribution across the Trust and to other relevant
organisations.
Use departmental database for
recording appropriate information as requested and producing reports.
MDT
meetings
To provide administrative support for
MDT meetings as required e.g. organising meetings including ensuring relevant
clinical information and notes are available as required, checking access
arrangements, booking rooms and refreshments, organising travel arrangements,
administering expense forms, liaising with members regarding dates, sending out
notice of meetings, agendas and minutes.
To attend and service MDT meetings as
required. This could include welcoming participants, organising
refreshments,taking/typing up minutes and circulating them after approval, as
well as completing agreed actions following MDT meetings.
Admin
Support
To provide a full clerical support
service to the Clinical Genetics team including organising, sorting and filing
documents and papers; dealing with incoming and outgoing paper and electronic
post as required; photocopying, distributing information by post or email;
typing letters such as standard letters
and other documents.
To deal with communications and ad
hoc enquiries from staff and service users, members of the public, and a wide
range of external organisations and professionals. Receiving and relaying
general verbal/written messages and responding by supplying straightforward
information and guidance or referring to the relevant member of the department
or other Trust staff as necessary. This includes the management of a shared
email inbox.
To maintain and update mail-outs and
labels for Trust and staff departments, advisory group members and voluntary
and community organisations and organising electronic or paper mail-outs to
such groups as required (typing, copying and posting etc.)
To monitor stock levels and re-order
stationery and office supplies as required, and non-stock items as necessary.
To co-ordinate and keep records of
the teams leave.
To create and maintain clinical and
departmental rotas.
To adhere to relevant Statutory
Instruments and Trust policies and guidelines e.g. Data Protection, Health and
Safety, Confidentiality and personnel policies and guidelines.
To learn and adapt to new ways of
working in a changing and developing environment.
The post holder will be responsible
for the training of new staff coming into the team.
Any other admin duties relevant to
the role.
5.
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
Additionally,
the following are core values which relate specifically to this post:
Commitment to principles of equality
and diversity.
Commitment to delivering quality
services.
Importance of maintaining
confidentiality.
Honesty and integrity.
6. WEST YORKSHIRE ASSOCIATION OF ACUTE
TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute
Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West
Yorkshire and Harrogate working together to provide the best possible care for
our patients.
By
bringing together the wide range of skills and expertise across West Yorkshire
and Harrogate we are working differently, innovating and driving forward change
to deliver the highest quality care. By
working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a
part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
7. INFECTION CONTROL
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust
Infection Control policies, in particular by practising Universal Infection
Control Precautions. Hand hygiene must be performed before and after contact
with patients and their environment.
8. HEALTH AND SAFETY / RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and improve
the quality of services provided to our patients and other service users. This includes complying at all times with the
Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety
policies, in particular by following agreed security and safer working
procedures, and reporting incidents using the Trust Incident Reporting system
9. EQUALITY AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient or
visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
10. TRAINING AND PERSONAL DEVELOPMENT
CONTINUOUS PROFESSIONAL DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
jobholder will undertake all mandatory training required for the role.
11. COMMUNICATION & WORKING
RELATIONSHIPS
The
post holder will be expected to establish, maintain and respect good working
relationships and communication with both internal and external organisations,
institutions and individuals with whom they come into contact, including those
associated with the specialty area and as appropriate within the role. The post
holder will be expected to represent themselves and the service in a
professional, courteous and respectful manner at all times.
12. SPECIAL WORKING CONDITIONS
i) Physical effort:
Speed
and accuracy in typing. Accuracy needed
for inputting information (e.g. on spreadsheet, departmental database). Needs to sit at the computer most of the day. Sometimes needs to lift and move stationery,
boxes of leaflets or files etc. For example, boxes containing five reams of
paper.
ii) Mental effort:
Needs
to concentrate most of the time and deal with interruptions e.g. the phone
ringing, being asked to leave one task to do another more urgent task
Mental
effort is required for example:
when dealing with a wide range of
enquiries
setting up meetings and organising
venues
researching information for manager
including but not exclusively from the internet
organising filing systems
preparing documents for reports
taking minutes for meetings
inputting
information
