Patient Pathway Coordinator – Admissions

Job description

Job responsibilities

Inpatient / Day Case Pathway

Be responsible for managing the IP PTL, ensuring waiting lists are accurate and kept up to date

Add to the EPR inpatient / daycase waiting lists all patients requiring admission.

Process inpatient / daycase admissions on EPR, where appropriate having agreed a TCI with the patient, in line with local booking procedures.

Book pre-operative assessment appointments or liaise with the centralised Pre- Operative Assessment Service for patients requiring an inpatient / daycase procedure.

In line with service protocols communicate basic clinical information to patients relating to their procedures and treatments, ensuring appropriate distribution of patient information booklets.

Actively review patient DNAs, liaising with the appropriate clinical staff and reschedule patient procedures in line with agreed local processes.

Liaise with theatres to ensure that specialist equipment is available where needed and theatre slots are utilised appropriately. Ensure ward, surgery areas and clinical teams are aware of patients who have been booked in for surgery and any specialist requirements for the admission.

Inform and liaise with the Clinical Site Management Team and Clinical Team that ITU/HDU beds have been booked for elective patients where needed.

Delegate appropriate tasks to the Assistant Patient Pathway Coordinators as required to ensure theatre lists are booked and managed appropriately.

To understand 18 weeks referral to treatment (RTT) rules and use them in conjunction with the OUH Elective Access Policy to proactively manage all elective patient pathways.

Undertake validation of the 18 week RTT PTLs and contribute to the validation of the cancer PTL where appropriate. Investigate and take appropriate action where pathways are incomplete to ensure that patients are treated in clinical priority and breach date order and that reporting on performance and waiting times is robust.

Book inpatient and daycase procedures in clinical priority and breach date order, whilst monitoring the 18 week and Cancer PTLs to ensure any late additions are identified and processed appropriately. In doing so, take the necessary steps to avoid target breaches and resolve any issues i.e. 28 day theatre cancellations.

To be responsible for maximising theatre / daycase capacity (i.e. theatre utilisation) and identify and escalate any issues to the Patient Access Team Leader which compromise delivery of the 18 week RTT and cancer waiting time targets.

Recognise when patients are on cancer care pathways and proactively link with the MDT Coordinator and MDT Tracker to ensure these patients are actively managed through their diagnosis and treatment.

Ensure Trust systems are updated with patient pathway status information and that data quality is maintained.

Liaise with internal and external colleagues to share patient pathway information and diagnostic information, and expedite patient journeys where needed.

Ensure inter-provider transfers are timely and that the appropriate paperwork has been completed and sent or received.

Manage and monitor theatre scheduling (where appropriate) making best use of capacity, giving early warnings of where demand exceeds capacity.

Liaise with clinical coders to ensure patient notes are available so that all patient episodes are coded accurately and promptly.

Co-ordinate appointments and procedures at others hospitals and organisations, where the pathway requires input from these.

Actively review patient DNAs, liaising with the appropriate clinical staff and reschedule patient appointments in line with agreed local processes.

Adding additional list capacity on EPR as directed by management.

Book patients as required.

Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.

Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff.

Answer all telephone calls in a timely manner and action as appropriate.

Maintain patient confidentiality at all times.

Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 08:00 to 17:00.

Retrieve notes and ensure all patient information is available in a timely manner for all appropriate outpatient appointments, diagnostic appointments and inpatient / daycase procedures, checking demographics at every stage and locating lost notes where appropriate.

Support the Team Leader, Patient Pathway Manager and Service Manager in the investigation and resolution of patient queries and complaints received direct to the service or via PALS / Complaints Department.

Book interpreters for patients prior to appointments and admissions as and when required.

Liaise with Clinical coders to ensure patient notes are available so that all patient episodes are coded accurately and promptly.

To support and contribute to on-going and future service development projects supporting continuous improvement of the services we provide.

Any other duties at the request of the Patient Pathway Team Leader, Patient Pathway Manager or Service Manager, which may be needed to fulfil the objectives of the post, which are appropriate to the grade.

This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of the changing circumstances following consultation with the post holder. The job description does not form part of the contract of employment.

Person Specification

Essential

Essential

• Meets Job Description and Person Specification

Desirable

• Previous NHS Experience

Qualifications

Essential

• GCSE or equivalent in English and Maths, grades A-C

Desirable

• NVQ or Apprenticeship in Customer Care or Business Administration

Experience

Essential

• Previous experience within the NHS/public sector
• In-depth understanding of Medical Terminology appropriate to specialism
• Confidentiality and Data Protection Health and Safety Equality and Diversity
• Good knowledge of patient pathways
• An understanding of the Trust's Elective Access Policy

Desirable

• EPR Experience
• Understanding of patient priorities and performance targets
• Thorough knowledge of healthcare administrative systems and processes
• Experience of effective waiting list management

Personal Skills

Essential

• Accurate data entry, typing and checking skills
• Pays attention to detail
• Manages and interprets data correctly to inform decision making
• Maintains high standards and quality of work
• Contributes to service improvements and is solution focused
• Completes tasks on time (accurately and to a high quality)
• Organising, planning a prioritising skill
• Follows instructions, adheres to organisational policies, protocols, and procedures

Desirable

• Evidence of team working
• Evidence of team building

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

Oxford University Hospitals NHS Foundation Trust

Address

John Radcliffe Hosptial

Headington

Oxford

OX3 9DU

Employer's website

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