Speciality Co-ordinator Stroke Medicine - Band 4

Job description

Job responsibilities

Job Description

1. Job Details

Job title:

Specialty Co-ordinator

Band:

4

Reports to (Title):

SUPPORT MANAGER

Directorate:

CARDIOVASCULAR MEDICINE

Site:

Trust Wide

2. Job Purpose

Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources. The Specialty Co-ordinator is pivotal in achieving effective patient administration.

The Specialty Co-ordinator

Ensures a comprehensive secretarial and administrative service is provided to the medical staff and their supporting team

Responsible for day to day supervision of medical secretaries, elective access clerks and secretarial assistants

Ensure the team keeps booking rules updated for clinics and theatres

Supervises the elective access process in each team

Highlights capacity issues to the Support Manager

Liaises regularly with Access, Booking and Choice ensuring all referrals are graded and booked. The Specialty Co-ordinator will also ensure all cancelled clinics have clear plans for patients to be rebooked

Liaises with the Support Manager regarding validation and data quality carrying out validation and data quality checks as required

Responsible for ensuring the medical secretaries manage patients through their pathway ensuring locally and nationally agreed standards are met

Responsible for ensuring mandatory training updates occur in the team

Responsible for ensuring staff are fully trained in validation and waiting list management processes and can update PAS/patient pathways

Undertake with the Support Manager root-cause analysis of breaches if they occur.

To work with the Support Manager to ensure recruitment, appraisal and development of medical secretaries and clerical officers within the Business unit ensuring the service provided aligns to patient pathways and key performance indicators.

3. Organisation Chart

4. DUTIES

1.

Responsible for day to day line management of medical secretaries, secretarial assistants and elective access clerks including allocation and checking of work and training and development of staff.

2.

Monitor administration teams to ensure urgent and routine correspondence is handled in accordance with Trust standards and CQUIN targets including typing of clinic audio tapes, shorthand, letters, theatre lists, etc.

3.

Ensure administration teams work in conjunction with the Consultants to organise theatre lists and clinic sessions which provide a speedy and responsive service to patients and maximise efficiency.

4.

Ensure the medical secretaries and administration team manage the Consultant waiting lists in line with ULHTs Access Policy obtaining maximum use of resources.

5.

Liaise regularly with the Support Manager and Access Booking & Choice to monitor Business Unit performance with regards to referrals being accepted / rejected on Choose & Book and graded speedily; capacity shortfalls in outpatients are resolved; outpatient capacity is utilised efficiently; and health records managed in line with Trust policy.

6.

Ensure the administration teams draw medical reports to the attention of the medical staff and take further action in accordance with their instructions, including (in agreement with the consultant) informing patients of negative results and future plans for their treatment.

7.

Ensure an efficient administration system is implemented which resolves queries raised by patients, relatives or general practitioners, often of a non-routine nature, concerning patients treatment.

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10.

In conjunction with the Support Manager you will monitor the teams performance in relation to national and locally agreed access targets ensuring patients are treated speedily in line with the Access Policy

Ensure that the team are trained on the access targets and can undertake the pathway administration required for patients on the PAS system.

You will work with the Support manager to monitor validation and data quality carrying out any tasks associated with this as necessary ensuring no backlogs and that data quality is maintained

11.

Ensure the administration team maintain accurate patient information and records on PAS and in health records to ensure data quality. Ensure action is taken when GPs identify wrong addresses.

11.

If required ensure the team can assist in the provision of data for medical audit and any other statutory requirements for data collection.

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17.

Co-ordinate attendance of the administration teams at mandatory updates and general adherence to Trust Health & Safety policies and procedures.

Complete orders for stock for the administration team to be signed off by the Support Manager

When required assist the administration team with the investigation and compilation of replies to complaints within Trust deadlines.

Ensure all shifts are uploaded onto the electronic locum system in a timely manner and you will provide training/support to medical staff in use of the system.

Deal with enquiries by letter/fax/e-mail/telephone from patients, GPs other hospitals, police, solicitors (via medical records/legal department) other consultants and management.

Carry out duties implicit within the medical secretarial role.

5. Physical and Mental Skills

Computer literate with the ability to input, retrieve and manipulate IT data. Experience of Microsoft Office and Outlook.

The ability to use a keyboard with a high degree of speed and accuracy for both typing and inputting information onto PAS.

Working experience of audit

Ability to plan and prioritise own and other work.

Good inter-personal skills.

Demonstrates integrity and confidentiality at all times.

Ability to build and maintain professional relationships.

A comprehensive understanding of administration process.

Excellent written and verbal communication skills.

6. Responsibilities of the Post Holder

Whilst the Trust recognises that specific responsibilities fall upon management, it is also the duty of all employees to accept personal responsibility for the practical application of the general policies and procedures of the Trust. You should familiarise yourself with them, and ensure that you understand and adhere them. You should, in particular, bear in mind the Trusts policies on Health and Safety, Fire Procedures and Equal Opportunities. These are available on the Human Resources Department section of the Intranet.

The post holder must not undertake any work associated with a Consultants private medical practice within their contracted working hours, any such work undertaken must be at no cost to the Trust.

This job description is not intended to be an exhaustive or exclusive list of duties, but is intended to provide an indication of the range of duties that may be undertaken and may be revised (in accordance with the grade of the post). The post holder will be consulted on any revision.

The post-holder may be required to undertake other duties from time to time which will be discussed and agreed with the line manager to ensure the smooth running of the service.

The post holder will be subject to a system of Performance Review and Career Development. An individual development plan will be agreed to assist the post holders personal growth to the benefit of the individual and the Organisation as part of the post holders annual appraisal.

7. Freedom to Act

The post-holder has to work at their own discretion. They prioritise their own workload and that of their team and are responsible for achieving results and keeping within guidelines set down by Trust Policies.

The post-holder is accountable for their own actions. The Service Manager and Support Manager are available for reference.

8. Physical, Mental and Emotional Effort Required

The ability to concentrate for long periods of time, often with frequent interruptions, is essential.

The post-holder can often be sitting in set positions for long periods of time using a keyboard.

It is necessary to move and transport both large and heavy case notes and large amounts of case notes, following appropriate Health & Safety Guidelines.

The post-holder has to meet deadlines and respond to urgent requests on a regular basis.

There is a verbal contact with patients and carers, which can occasionally be emotional or distressing

9. Outline of Working Conditions

There is the necessity to work with VDU equipment for a large part of the day with most tasks being keyboard based.

There is exposure to aggressive verbal abuse at times from patients and relatives.

Busy office environment with some cramped conditions, reduced shelving space, and constant interruptions.

Documents can contain sensitive and large amounts of confidential information.

Person Specification

Previous experience

Essential

• Medical Secretarial experience
• Supervisory experience
• Knowledge of 18 week RTT pathway and Access targets
• Knowledge of medical terminology
• Knowledge of PAS

Knowledge and skills

Essential

• Ability to complete tasks accurately and efficiently
• Ability to work on own initiative and prioritise workload to achieve deadlines
• Good written and verbal communication skills
• Ability and confidence to communicate at all levels
• Competent Microsoft Word User Validation of 18 week RTT pathway
• Awareness and Knowledge of the dignity in care agenda
• Ability to evidence/demonstrate key values and behaviours in line with the Trust framework

Qualifications

Essential

• Typing, Audio and Word/Text Processing skills to RSA III or equivalent experience.
• GCSE English Language Grade C or equivalent and Mathematics

Desirable

• Medical secretary qualifications
• Shorthand minimum 90 wpm
• 4 GCSE Grade C or equivalent
• NVQ III or equivalent
• AMSPAR - Medical Terminology Certificate Stage 1 - Management Development or equivalent
• D32/33 Assessor Award or equivalent

Specific requirements

Essential

• Conscientious in standard of work produced
• Ability to work under pressure and to lead a team
• Clear understanding of the importance of confidentiality
• Ability to travel between sites

Desirable

• Adaptable to change
• Readiness to try new things

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

United Lincolnshire Hospitals NHS Trust

Address

Lincoln County Hospital

Greetwell Road

LINCOLN

LN2 5QY

Employer's website

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