Job responsibilities
Where appropriate to undertake an assessment of new patients inaccordance with defined protocols, when they telephone to arrange anappointment for diagnostic test or TCI for operation to verify their medicaldetails and to help ensure that they are scheduled to the correct session forprocedure &/or treatment. This may include accurately recording andproviding advice in relation to medication, starvation, allergies &/or transport in accordance with clinical protocols and Trust policy. Ensure that relevant information is available to clinical staff at the time of attendance &/or admission.
Pathway ProcessesTo act as a named point of contact for patients under the care of thatspecialty(s)
To work as part of a multi-disciplinary clinical team maintaining efficientsystems and processes relating to patient attendances and admissions. Thisincludes maintaining accurate computerised and manual records, inputtingregistration and waiting list data onto the trusts computer systems andensuring that all patient records are kept up to date with any details relevant to the patients attendance and/or admissions.
When necessary in conjunction with Medical Records ensure all patientsrecords are available to clinical staff as required in adherence with the TrustMedical Records Policy. This may include receiving discharge summaries,histology reports, obtaining results from external organisations/healthcareproviders and preparing them and patients records for review by clinicians as required.
To support the clinical team by completion of independent funding requests. /exceptional treatment forms prior to patients attendance and/or admission in line with locally agreed commissioning rules.
To liaise with clinical staff to ensure that specialist equipment is available,where required, and that clinical teams (e.g. ward, outpatient department etc.) are aware of patients with specialist needs.
Ensure that all patients are scheduled in accordance with outpatient,diagnostic and inpatient/day case waiting time targets and thatattendance/admissions information is accurately recorded on all appropriate databases, including, but not limited to, Medway/Rio/EPR, Anglia Ice, PACS, Ormis etc.
To liaise with other departments/ partner organisations to coordinate andfacilitate the treatment of patients. Ensure that all Inter provider transfer forms or necessary referral forms are complete and recorded at the point of transfer or receipt of referral to the partner organisation to warrant that patients are treated in accordance with 18 Week RTT target or urgent cancer targets.
To keep easily accessible and up to date lists of patients being seen in otherhospitals.
Where a patient is active to two pathways, work collaboratively and efficiently with PPC counterpart to ensure there is co-ordination of appointments and hospital attendances wherever possible to ensure good patient experience.
To arrange translation services/link workers, in liaison with the appropriatedepartmental manager, as required. This may include foreign language &/orsign language translation. Ensure that such services are available for theperiod of patient attendance &/or admission as appropriate.
To facilitate the booking of transport for patients within the department who need it.
To maintain hospital system for the tracking of healthcare records. Thisincludes ensuring patients records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports etc. and preparing them and patients records for review by clinicians.
To liaise with Clinical Coding Department to ensure that medical records are accurately and promptly coded following all admissions.
Liaise with Clinical Teams as appropriate about individual cases of concern,and work closely with MDT co-ordinator colleagues to support patients on a cancer pathway.
Effective management of individual waiting lists ensuring that patients aredischarged appropriately, GPs are informed of patients being removed fromthe waiting lists, suspensions are managed within the agreed timescales andpatients are appointed in accordance with length of waiting time.
Assist the Patient Pathway Manager/Team Leader in the review of currentclinic templates to reduce waiting times and non-attendance rates.
To prioritise daily tasks and ongoing workloads and complete in agreed timeframes as determined by the clinical team and/or line manager.
If brought to your attention that a patient may be an Overseas Visitor inform the Overseas Visitors Co-ordinator.
Obtain medical notes and liaise with clinicians for urgent queries frompatients.
To resolve any patients complaints locally and escalate as necessary.
Multi-Disciplinary working
To liaise with partner organisations to assist facilitate the treatment ofpatients. Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to warrant that patients are treated in accordance with elective waiting time standards.
To liaise with Cancer Services MDT Coordinator(s) to ensure that all patients with suspected/confirmed malignancy are treated in accordance with Improving Outcomes: A Strategy for Cancer/Cancer Reform Strategy.
As appropriate, to notify GPs via telephone and/or email of attendanceoutcomes and diagnostic results. To liaise with GP practices to ensure thatpatients have received all appropriate treatment and are fit, willing and able to attend for treatment.
Liaise with clinical/diagnostic teams to ensure that all diagnostic appointments are booked within an appropriate timescale and results are available.
To liaise with other multi-disciplinary professionals regarding results to ensure that adequate action is taken to initiate treatment plans as indicated.
Customer Care/General Administration
Promote the Trusts core values and work in a way that is patient centred,involves service users, responds positively to feedback from user groups and promotes team work across services. Present a professional image for the service at all times and ensure the provision of a comprehensive, emphatic administration service to patients, relatives/carers, clinicians and external agencies.
Promptly answer telephone enquiries, taking and relaying messages in apolite and helpful manner, taking action as appropriate. This will includeenquiries from patients, their GPs and community hospitals.
Provide cover for colleagues across the specialty/clinical directorate duringperiods of planned annual leave and sickness.
To undertake additional administrative tasks and responsibilities within thespecialty/clinical directorate as required.
Adhere to all Trust policies including Infection Control, Hygiene Code, DataProtection Act, and Uniform Policy, taking appropriate account of patients rights and diversity and ensuring fair access to services.
Be proactive in the development and continuous improvement of the role,making recommendations for changes in process in light of the Trustsongoing transition and implement new procedures as appropriate.
To prioritise daily tasks and ongoing workloads and complete in agreed timeframes as determined by the clinical team and/or line manager.
Provide relevant information to the Information team as required.
To participate in and facilitate audits as required for the speciality(s),disseminating necessary information as requested by your team leader orclinical lead.
Working from other sites within NMUH when necessary e.g. community sites.
Where a consultant works across sites, responsibility for the co-ordination of all correspondence and effective communication of any issues that needurgent action.
To allocate work accordingly to the PPC team.
Scheduling and patient Pathway Management
Arranging and booking transport, ensuring patients are supplied with anynecessary information and explanatory leaflets.
Review the active and planned waiting lists on a daily basis to ensure thatadmissions are managed within guarantee admission dates with the supportof Patient Pathway Manager /Team Leader, ensuring that theatre lists within the specialty or specialties are fully booked and effectively utilised in line with national waiting time targets.
Review suspensions lists regularly and disseminate action as required.
To monitor all cancellations ensuring that patients are rebooked inaccordance with waiting list policy as well as identify common trends forcancellations so that appropriate action can be taken to reduce continued risk.
To keep clinicians informed of availability of one-stop Imaging slots duringthe day; to ensure the team are aware of any faults with Imaging equipmentthat may stop patients having scans on that days; to ensure the team areaware when Imaging are unable to see patients on the same day for scans sothat the patients can be booked at a later date for the scans (e.g.mammograms, ultrasounds, etc.); to co-ordinate between Imaging and clinics to ensure patients have scans taken prior to being reviewed; to ensure clinicians remain in clinic to see patients following a one-stop scan or test or, if no clinicians are available, to book another clinic appointment for the patient.
Take responsibility for validating all 18 week pathway information fordesignated patient cohort and proactively managing any issues raised through validation.
