Patient Pathway Administrator

Oxford University Hospitals NHS Foundation Trust

The closing date is 11 November 2024

Job summary

We are seeking to appoint aPatient Pathway Administratorto join our Ophthalmology Administration team at the John Radcliffe Hospital.

We are seeking to appoint a proactive, motivated individual who enjoys working in a busy environment within our friendly team in Oxford. The post holder will provide an efficient and effective clinical administration service to the department, consultants, nurses and wider clinical team. They will also attend to patients, colleagues and referrers to the service, promptly and courteously at all times and be a worthy front-line representative of our high quality service.

Main duties of the job

To attend to patients, colleagues and referrers to the service, both in person and on the telephone, promptly and courteously at all times and be a worthy front-line representative of the high quality service.

To provide an efficient and effective clinical administration service to the department, consultants and designated medical staff. Be first point of contact for the consultants and clinical teams. Coordinate the workflows through the admin team to ensure consistency across the service.

To work within an administrative team dedicated to quality and effective patient care and maintaining Trust policy on patient confidentiality.

To work according to the administrative processes in place to support the delivery of Trust and national targets, especially with regards to the 18-week pathway.

About us

Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises of four hospitals - theJohn Radcliffe Hospital,Churchill HospitalandNuffield Orthopaedic Centrein Headington and theHorton General Hospitalin Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family.

Date posted

30 October 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

321-NOTSS-6552520-B4

Job locations

John Radcliffe Hospital

Headley Way

Oxford

OX3 9DU

Job description

Job responsibilities

Main duties of the job

- Designated point of contact for the consultants and clinic teams, alongside another Patient Pathway Administrator for the Medical Ophthalmology Team.

- To have an overview of all workflows in the admin team and to be responsible for consistency across the service. To make sure robust processes are in place to provide an excellent cohesive service to both patients and colleagues.

- To work closely with each member of the admin team to understand their role and support them. Coordinate cover in times of leave and sick to ensure service continuity. To escalate potential issues to the Admin Team Leaders.

Working for your organisation

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family.

Detailed job description and main responsibilities

- Designated point of contact for the consultants and clinic teams.

- To deal proactively and efficiently with telephone enquiries from patients, carers, GPs and other service users professionally, ensuring, where possible, that the callers needs are met or they are transferred to the most appropriate person.

- Ensure Electronic Patient Records (EPR) and other patient databases are up to date and accurate, with relevant correspondence attached and clinic outcomes recorded.

- Coordinate MDT meetings; including being responsible for taking & distributing minutes and ensuring all actions have been completed.

- To manage all correspondence, and to ensure that urgent matters are dealt with properly. Taking appropriate action and ensuring that any paperwork is scanned promptly onto the patients electronic notes and forwarded to the appropriate person electronically so they can respond accordingly. Deal with outgoing mail with due care and attention to patient confidentiality.

- To regularly check future clinics, ensuring cover is agreed with the medical team, and under or over-booking issues are proactively dealt with.

- To ensure annual review appointments are scheduled for each patient and the service maintains effective clinic management throughout the year. Highlighting to Admin Team Leaders and/or the clinical team when clinics need to be cancelled or closed, ensuring patients are informed of changes and new appointments provided.

- Maintain databases, extract data from EPR and run reports for sharing with the wider team, as and when required

Job description

Job responsibilities

Main duties of the job

- Designated point of contact for the consultants and clinic teams, alongside another Patient Pathway Administrator for the Medical Ophthalmology Team.

Working for your organisation

The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family.

Detailed job description and main responsibilities

- Designated point of contact for the consultants and clinic teams.

- Ensure Electronic Patient Records (EPR) and other patient databases are up to date and accurate, with relevant correspondence attached and clinic outcomes recorded.

- Coordinate MDT meetings; including being responsible for taking & distributing minutes and ensuring all actions have been completed.

- To regularly check future clinics, ensuring cover is agreed with the medical team, and under or over-booking issues are proactively dealt with.

- Maintain databases, extract data from EPR and run reports for sharing with the wider team, as and when required

Person Specification

Essential

GCSE or equivalent in English and Maths, grades A-C
Good knowledge of patient pathways/ understanding of patient priorities and performance targets
Experience of using a full range of IT systems including; Microsoft Office: Outlook, Word, Excel
Maintains high standards and quality of work
Organising, planning and prioritising skills
Accurate data entry, typing and checking skills

Desirable

Thorough knowledge of healthcare administrative systems and processes
EPR Experience
In-depth understanding of Medical Terminology

Person Specification

Essential

GCSE or equivalent in English and Maths, grades A-C
Good knowledge of patient pathways/ understanding of patient priorities and performance targets
Experience of using a full range of IT systems including; Microsoft Office: Outlook, Word, Excel
Maintains high standards and quality of work
Organising, planning and prioritising skills
Accurate data entry, typing and checking skills

Desirable

Thorough knowledge of healthcare administrative systems and processes
EPR Experience
In-depth understanding of Medical Terminology

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.