Patient Pathway Administrator - Clinical Genetics

Job description

Job responsibilities

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 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.

Person Specification

Additional Requirements

Essential

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

Experience

Essential

• Knowledge of a wide range of administrative procedures
• A good awareness of and understanding of issues surrounding diversity and patient involvement
• Previous administrative/ clerical experience.
• Must be willing to attend relevant training courses
• Competent in word processing, spreadsheet packages
• Numerate
• Understanding of working in a complex organisation.
• Knowledge of databases and how to generate reports

Desirable

• Knowledge of the NHS.
• Work experience in a health or social care setting.
• Personal or work experience of working with diversity e.g. disabled people, people from different cultures.

Qualifications

Essential

• GCSE in English and Maths

Desirable

• Basic computer/typing qualifications

Skills & behaviours

Essential

• Commitment to principles of equality and diversity.
• Commitment to delivering quality services.
• Importance of maintaining confidentiality.
• Honesty and integrity
• Well organised, able to prioritise and to work on own initiative.
• Able to work effectively as part of a small team
• Good interpersonal skills and able to relate effectively to a wide range of people.
• Personable, patient, sensitive and flexible.
• Good command of spoken and written English.
• Good written and verbal communication skills.

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

Leeds Teaching Hospitals

Address

Chapel Allerton Hospital

Chapeltown Road

Leeds

LS7 4SA

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)