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Apprentice Patient Pathway Assistant / Notepuller

Royal Free London NHS Foundation Trust

The closing date is 12 May 2025

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Job summary

Working at the radiotherapy & oncology outpatients reception area, meeting & greeting patients.

Retrieval, tracking, preparation and delivery of case notes to point of care ensuring records are fit for purpose, using the Trust's Patient Administration System.

Validation of Onsite case notes.

Maintain Case note Libraries (space utilisation).

Adherence to Trust's Service level agreement for Case note compliance.

Adherence to GDPR, Information Governance, Data Protection and confidentiality.

We are seeking to appoint an organised and enthusiastic candidate to the role of Patient Pathway Assistant ( Apprentice) within Oncology Admin Staff to give a high level of focused customer service to the department.

Apprenticeships are designed to give talented people an opportunity to gain a nationally recognized qualification while completing on the job training. You will be supported to learn and develop the knowledge, skills and behaviours you need to perform in the job role. You will also have study time allocated within your working hours to gain your qualification.

For this role you will undertake a 22-month development programme in Business Administration within Oncology Admin Staff, through work-based learning and by attending regular training sessions. Successfully completing the training programme will lead to an Advanced Apprenticeship Level 3.

Main duties of the job

  1. Dealing with patient queries / enquiries.
  2. Patients to be checked in on the trust in-house IT systems.
  3. Answering internal / external phone calls
  4. Registering patient / family transport
  5. Operate Careflow (the Trust's Patient Administration System (PAS) and any other computerised system introduced to the department, ensuring a high standard of data quality & integrity.
  6. Ensure that Careflow is updated with the current location of patient case notes at all times in accordance with Trust procedures and protocols.
  7. Use Careflow (and other Trust systems) daily to locate case notes, print patient lists and patient labels in a timely manner to ensure that patient casenotes are available and updated before an attendance.
  8. Follow departmental processes for the management of missing case notes, creation of temporary records, emergency retrieval of records and sending of records to other providers and Trust locations.
  9. Pull all patient case notes types from the libraries, departments and wards within the hospital and request off site case notes making them available for planned attendances, emergency admissions, clinical audits and general requests.
  10. Undertake the transport and delivery of case notes around the hospital using appropriate equipment as required.
  11. Create new patient case notes, including the necessary documentation.

About us

North Mid is part of North Central London integrated care system - consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS's, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.

We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George's University Grenada, and for nursing and midwifery students from Middlesex and City Universities.

Take a tour of our hospital here

Date posted

28 April 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year salary per annum inclusive of HCA's (apprentice)

Contract

Apprenticeship

Duration

22 months

Working pattern

Full-time

Reference number

391-NMUH-7116581

Job locations

North Middlesex University Hospital

Sterling Way

Edmonton, London

N18 1QX


Job description

Job responsibilities

This position is on a fixed term contract with the opportunity to become permanent once the qualification is successfully completed and achieved.

Working at the radiotherapy & oncology outpatients reception area, meeting & greeting patients.

Ensure all records in a poor state of repair are restored or re-foldered and volumes are created as appropriate.

Adhere to departmental processes for the management of missing case notes, creation of temporary case notes, and the emergency retrieval case notes from offsite storage.

Deal promptly and efficiently with enquiries from patients, carers, staff, GPs and other Trusts. Escalating enquiry issues as appropriate. Undertake all work in accordance with the Trust and the Health Records department policies and procedures and all statutory requirements to ensure the provision of an accurate and consistent service

Carry out other duties within the range of the eHealth Records Department function as may be required from time to time to ensure the smooth running of the department. Remove from the Medical Records Library, process, pack and despatch archived health records to outside contractors, including those of deceased patients, to facilitate the effective use of the Trusts onsite storage space. Respond to all enquiries telephone/visitors in a positive and helpful manner giving advice where necessary and provide information and solutions to telephone enquiries relating to scanned documentation and paper documentation.

Job description

Job responsibilities

This position is on a fixed term contract with the opportunity to become permanent once the qualification is successfully completed and achieved.

Working at the radiotherapy & oncology outpatients reception area, meeting & greeting patients.

Ensure all records in a poor state of repair are restored or re-foldered and volumes are created as appropriate.

Adhere to departmental processes for the management of missing case notes, creation of temporary case notes, and the emergency retrieval case notes from offsite storage.

Deal promptly and efficiently with enquiries from patients, carers, staff, GPs and other Trusts. Escalating enquiry issues as appropriate. Undertake all work in accordance with the Trust and the Health Records department policies and procedures and all statutory requirements to ensure the provision of an accurate and consistent service

Carry out other duties within the range of the eHealth Records Department function as may be required from time to time to ensure the smooth running of the department. Remove from the Medical Records Library, process, pack and despatch archived health records to outside contractors, including those of deceased patients, to facilitate the effective use of the Trusts onsite storage space. Respond to all enquiries telephone/visitors in a positive and helpful manner giving advice where necessary and provide information and solutions to telephone enquiries relating to scanned documentation and paper documentation.

Person Specification

essential

Essential

  • Willingness to learn and committed to studies in order to achieve qualifications.

essential

Essential

  • Able to work as part of a wider team

desirable

Desirable

  • Experience of working with bereaved relatives

essential

Essential

  • Ability to develop effective working relationships across the organization.

essential

Essential

  • Maintain a professional approach

essential

Essential

  • Ability to manage own workload effectively

essential

Essential

  • Methodical and highly organised

essential

Essential

  • Demonstrate understanding re the importance of patient confidentiality and data protection

desirable

Desirable

  • SAGE and Thyme training or willing to undertake

essential

Essential

  • Smart and presentable

essential

Essential

  • Ability to communicate clearly, effectively and sensitively with others from a variety of backgrounds, both verbal, by telephone and written
Person Specification

essential

Essential

  • Willingness to learn and committed to studies in order to achieve qualifications.

essential

Essential

  • Able to work as part of a wider team

desirable

Desirable

  • Experience of working with bereaved relatives

essential

Essential

  • Ability to develop effective working relationships across the organization.

essential

Essential

  • Maintain a professional approach

essential

Essential

  • Ability to manage own workload effectively

essential

Essential

  • Methodical and highly organised

essential

Essential

  • Demonstrate understanding re the importance of patient confidentiality and data protection

desirable

Desirable

  • SAGE and Thyme training or willing to undertake

essential

Essential

  • Smart and presentable

essential

Essential

  • Ability to communicate clearly, effectively and sensitively with others from a variety of backgrounds, both verbal, by telephone and written

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

Royal Free London NHS Foundation Trust

Address

North Middlesex University Hospital

Sterling Way

Edmonton, London

N18 1QX


Employer's website

https://www.royalfreelondonjobs.co.uk/ (Opens in a new tab)

Employer details

Employer name

Royal Free London NHS Foundation Trust

Address

North Middlesex University Hospital

Sterling Way

Edmonton, London

N18 1QX


Employer's website

https://www.royalfreelondonjobs.co.uk/ (Opens in a new tab)

For questions about the job, contact:

Deputy Service Manager

Matt Jeffreys

matt.jeffreys@nhs.net

07379645047

Date posted

28 April 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year salary per annum inclusive of HCA's (apprentice)

Contract

Apprenticeship

Duration

22 months

Working pattern

Full-time

Reference number

391-NMUH-7116581

Job locations

North Middlesex University Hospital

Sterling Way

Edmonton, London

N18 1QX


Supporting documents

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