Job summary
This post offers the opportunity to join the Immunology team at the Royal Free London NHS Foundation Trust. This is the largest UK centre specialising in Primary and Secondary Immunodeficiency (PID and SID). The post offers excellent experience of working within a multidisciplinary specialist team looking after patients with rare disorders.
The post will involve ensuring that all administrative functions for patients from the time of GP referral to the time of discharge from the department are coordinated in line with specific care pathway instructions to facilitate the smooth running of the patients' journey. Where a patient has multiple specialist needs, the post holder will be expected to assist the patient in coordinating their pathways to reduce multiple appointments across the Trust.
The post holder is expected to demonstrate the ability to undertake training, understand basic medical terminology and exhibit a high degree of accuracy, in addition to the ability to show initiative.
The work requires excellent organisation, communication, interpersonal and computer skills, and the ability to respect patients' confidentiality at all times.
The post holder will be expected to provide cross cover within the administration team for Immunology when required and necessary for the effective running of the service.
Main duties of the job
- General administrative duties for the department as directed by the Immunology Clinical Pathway Manager
- Ensure copies of letters, discharge summaries etc. are sent, on request, within the agreed timeframe where appropriate.
- Support the team in answering telephone calls, phone calls, emails and dealing with enquiries in a helpful and courteous manner, using initiative and discretion or directing the call to the appropriate staff member.
- Ensure requests from clinicians/nursing staff for clinic changes, cancellations and creations are processed with the appropriate team in accordance to trust policy.
- Ensure all patient demographics and contact details are kept up to date on EPR and all other systems within the department.
- When accessing patient records ensure computerised tracking systems are followed appropriately.
- Phone, email and text patients to provide instructions, reminders and information where necessary.
- Attend and participate in meetings relevant to the role as required.
- Collating agenda's for relevant departmental meetings.
- Attend and minute take at the monthly MDM's. Ensuring that accurate minutes are taken and sent out to the department in a timely manner.
- Provide reasonable cross-cover for other patient pathway administrators within Immunity to ensure a consistent and effective administration service is maintained at all times.
About us
Our trust has around 10,000 staff serving 1.6 million patients. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers' money, being safe and meeting our external duties, and building a strong organisation.
Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.
Click here to view our videoWelcome to the Royal Free
Job description
Job responsibilities
PATIENT PATHWAY PLANNING:Manage referrals received by the specialty by working closely with clinicians to ensure that patients are placed on the correct clinical pathway.Ensure that simple tests or pre-investigations have been ordered where necessary.Monitor investigations and tests to ensure they have been completed and results/reports are available prior to appointments and consultations with the clinical team.Ensure all appointments are compliant with the Trust Access Policy and national targets. Where appointments are cancelled these should be rebooked within the appropriate time frame.Ensure effective communication channels are in place and that key stakeholders including patients, families and carers are informed of the communication details and hours of work.Arrange transport (in line with trust procedure) and translation services where necessary.Identify and seek to resolve bottlenecks or delays in the patients pathways, escalating issues where necessary to the clinical pathway manager. Ensure that all patient administration is carried out in line with Trust policies and procedures.Data Entry/Input & Maintain & Update spreadsheets re. various patient audits.Coordinate appropriate appointments for patients in partnership with the OAC (including rescheduling and booking follow- up appointments) as directed by the clinicians in line with the clinical pathway and the patients individual needs to prevent multiple hospital attendances.Monitor clinic lists to assess workflow and escalate any issues where necessary.Ensure the patient understands their care pathway and is aware of appointments and any changes.Ensure all appointments are compliant with the Trust Access Policy and national targets. Where appointments are cancelled these should be rebooked within the appropriate time frame.Ensure there is a sufficient supply of specialty specific patient information leaflets relating to different pathways and conditions. Keep contact details on leaflets up-to-date.Notify relevant departments and Medical Records when informed of the death of a patient and cancel future appointments to prevent further distress for families.Oversee the transfer of all relevant information including electronic forms and referral letters to the Trust Minimum Data Set (MDS) team for the patients 18-week RTT pathway when the patient is referred to another trust.Ensure a high standard of data quality is maintained, arranging audit support and data validation where appropriate. This may include the coding of outpatient procedures as required.Support the team as required with updating data on relevant shared drives and departmental databases.
Job description
Job responsibilities
PATIENT PATHWAY PLANNING:Manage referrals received by the specialty by working closely with clinicians to ensure that patients are placed on the correct clinical pathway.Ensure that simple tests or pre-investigations have been ordered where necessary.Monitor investigations and tests to ensure they have been completed and results/reports are available prior to appointments and consultations with the clinical team.Ensure all appointments are compliant with the Trust Access Policy and national targets. Where appointments are cancelled these should be rebooked within the appropriate time frame.Ensure effective communication channels are in place and that key stakeholders including patients, families and carers are informed of the communication details and hours of work.Arrange transport (in line with trust procedure) and translation services where necessary.Identify and seek to resolve bottlenecks or delays in the patients pathways, escalating issues where necessary to the clinical pathway manager. Ensure that all patient administration is carried out in line with Trust policies and procedures.Data Entry/Input & Maintain & Update spreadsheets re. various patient audits.Coordinate appropriate appointments for patients in partnership with the OAC (including rescheduling and booking follow- up appointments) as directed by the clinicians in line with the clinical pathway and the patients individual needs to prevent multiple hospital attendances.Monitor clinic lists to assess workflow and escalate any issues where necessary.Ensure the patient understands their care pathway and is aware of appointments and any changes.Ensure all appointments are compliant with the Trust Access Policy and national targets. Where appointments are cancelled these should be rebooked within the appropriate time frame.Ensure there is a sufficient supply of specialty specific patient information leaflets relating to different pathways and conditions. Keep contact details on leaflets up-to-date.Notify relevant departments and Medical Records when informed of the death of a patient and cancel future appointments to prevent further distress for families.Oversee the transfer of all relevant information including electronic forms and referral letters to the Trust Minimum Data Set (MDS) team for the patients 18-week RTT pathway when the patient is referred to another trust.Ensure a high standard of data quality is maintained, arranging audit support and data validation where appropriate. This may include the coding of outpatient procedures as required.Support the team as required with updating data on relevant shared drives and departmental databases.
Person Specification
Royal Free World Class Values
Essential
- Demonstrable ability to meet the Trust Values
Education and professional qualifications
Essential
- Diploma level qualification or equivalent experience.
- English and Maths at GCSE level or equivalent.
- Customer Services attendance certificate
- Strong working knowledge and proficient in the use of Outlook package - Power point, Excel, Microsoft Word as well as Access, email, Internet
- Courses/further study attended to demonstrate evidence of personal development.
Desirable
- RSA 2 or RSA 3 word processing/typing or equivalent experience.
- Knowledge of medical terminology
- Courses/further study attended to demonstrate evidence of personal development
- Knowledge of EPR
Experience
Essential
- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of interaction with all levels of staff
- Previous administrative and organisational experience
- Experience of managing and prioritising own workload and working to deadlines
- Experience of dealing with non-routine and complex problems
- Experience of managing staff.
- Previous administrative and organisational experience.
Desirable
- Experience of drawing up staff rosters
- Experience of dealing with non-routine and complex problems, progress chasing, resource and staff allocation
Person Specification
Royal Free World Class Values
Essential
- Demonstrable ability to meet the Trust Values
Education and professional qualifications
Essential
- Diploma level qualification or equivalent experience.
- English and Maths at GCSE level or equivalent.
- Customer Services attendance certificate
- Strong working knowledge and proficient in the use of Outlook package - Power point, Excel, Microsoft Word as well as Access, email, Internet
- Courses/further study attended to demonstrate evidence of personal development.
Desirable
- RSA 2 or RSA 3 word processing/typing or equivalent experience.
- Knowledge of medical terminology
- Courses/further study attended to demonstrate evidence of personal development
- Knowledge of EPR
Experience
Essential
- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of interaction with all levels of staff
- Previous administrative and organisational experience
- Experience of managing and prioritising own workload and working to deadlines
- Experience of dealing with non-routine and complex problems
- Experience of managing staff.
- Previous administrative and organisational experience.
Desirable
- Experience of drawing up staff rosters
- Experience of dealing with non-routine and complex problems, progress chasing, resource and staff allocation
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
