Advanced Treatments Coordinator

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Job overview

NBTs DBS service provides for the entire southwest peninsular, Dorset, parts of the West midlands and South Wales. The Apomorphine service covers BNSSG plus Sommerset and Gloucester. The Produodopa service will provide for BNSSG as well as Somerset, Gloucester and Wiltshire and the Lecigon service will provide for all the Southwest of England.

This role involves coordinating activities across the Bristol Brain Centre and regional neuroscience hubs, integrating neuropsychiatry, neuropsychology, and anaesthetics into the MDT to deliver the five separate patient pathways for all five DAT.

This role will support the coordination of a pan regional/cross bi-national DAT service for movement disorders. The appointee will oversee the coordination/integration of the MDT, comprising over 25 members, consultants, nurses, and industry professionals.

Main duties of the job

Responsibilities include supporting the development and refinement of these pathways, managing patients through the complex treatment pathways, and implementing quality improvement measures to enhance both efficiency and care outcomes. Additionally, the administrator will play a crucial role in database management, quality audits, and providing reports, ensuring compliance with national standards.

Coordination of educational initiatives for clinicians and patients, and promoting awareness of the available treatments. Managing patient support groups, collaborating with organizations like Parkinson’s UK and Cure Parkinson’s, and maintaining accessible resources—including developing a dedicated website—are also central to the role.

This role is a critical part of the commitment to high-quality, patient-centred care, helping to further establish NBT as a leader in advanced Parkinson’s therapies in the UK.

Working for our organisation

Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

We commit to treating each patient as an individual with respect and dignity, aiming to deliver excellent clinical outcomes and a first-class experience for everyone who uses our services.

North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

As well as running clinics, administering infusions, and providing specialist physiotherapy, the centre is a hub for research, and patients who are taking part in clinical trials may visit here for consultations and treatments.

Detailed job description and main responsibilities

1. To be responsible for the efficient collection of the Advanced Therapies Waiting Times and minimum datasets, and entry of this information onto the database.
2. To provide administrative facilitation to MDT meetings, including preparing, organising and circulating agendas/lists of patients for discussion, and ensuring MDT’s run as smoothly as possible to reach their full potential in discussing all advanced therapies patients.
3. To record attendance at, and apologies for, team meetings accurately and to circulate appropriately, to ensure compliance with spinal service standards.
4. To provide general administrative duties to the MDT teams, to include photocopying, filing, basic clerical duties, distributing documents quickly and efficiently, and the collection of notes.
5. To prepare regular reports to the clinical team on their performance in relation to national guidelines, and take part in local and national audits as required.
6. To represent the Trust, at local, regional and national Movement Disorders information meetings, to further the post holders development and enable accurate and detailed data collection.
7. Work with information analysts to produce reports, admin audits and validate data.
8. Ensure sufficient cover at all times. Work with service line teams to ensure sufficient administration staff are available during core working hours. Facilitate staff attending statutory training, keeping logs of CPD undertaken and liaise with service line management team
9. Work with Clinical Admin Manager to ensure key performance standards in relation to patient access are met. This includes ensuring all data quality reports are actioned.
10. Ensuring all specialty referrals are managed in accordance with the Trust’s Waiting List Policy.
11. Co-ordination of speciality waiting lists /PTL’s within the framework of the Trust’s Waiting List Policy and escalating concerns accordingly.
12. Escalate concerns regarding capacity & patient pathway issues which affect patient access; and also working with service line management team to resolve such issues.
13. Work with service line management team to develop administrative procedures to enhance the smooth management of the department.
14. Ensure required documentation and clinical care plans (for instance rescue medication regimens) are available for newly commissioned advanced therapy treatments.
15. Ensure required monitoring (e.g clinical test and bloods) for people with Parkinson’s treated with newly commissioned advanced therapy treatments are available.
16. Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
17. Ensure effective communication with all members of the multi-disciplinary team.
18. Sort and deal with all correspondence, keeping a satisfactory record and filing system
19. Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician as per access and efficiency standards.
20. Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
21. Maintain an up to date diary for the Consultants / team, inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, Audit and Service Line meeting.
22. To obtain hospital casenotes and x-rays from both within the Trust and external agencies when required by the Consultant and/or team.
23. To ensure that the casenotes and x-rays are traced accurately and retuned to Health Records in a timely manner. To raise hospital casenotes as necessary, ensuring that accurate and full details are entered onto PAS in line with the Trust’s guidance for health records.
24. Arrange patient admissions as directed by the Consultant / management team, taking into account clinical priority ensuring that any relevant investigations or pre-assessment appointments are booked. This may include drafting theatre lists for approval by specialty coordinator.
25. Ensure that appropriate clinic follow up is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list, re-admissions and referrals to other Consultants/departments.
26. Ensure timely dispatch of clinical letters to GP’s
27. Maintain good working relationships with Clinicians, Specialist Nurses, clerical and secretarial staff
28. To use knowledge and experience gained to assist in the training of newer members of the team.
29. Work flexibly as part of a team, covering MDT’s for annual leave and sickness
30. Communicate with other MDT co-ordinators (inside and outside of the trust), waiting list co-ordinators, and Coding clerks. This includes co-ordinating the feedback of data and information as requested by the MDT, the general manager and the Divisional team.
31. Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.
32. Inform GP’s of patient results via letter dictated by Consultant.
33. Ensure that all results, reports and letters are accurately filed in medical notes.
34. Provide other secretarial assistance to the team as required, typing up correspondence, meeting minutes, references for junior staff, and administration and maintain filing system of this correspondence.
35. Support the development and administration of a quality improvement and audit plan
36. Working with fund holders and NBT Charities office to raise funds for additional support and services for patients
37. Providing administrative support for educational events
38. Budgetary awareness associated with clinical activity and timely administrative processing to ensure activity is being recorded appropriately
39. Always carry out roles and responsibilities as per the Trusts values.
40. The post holder will undertake any other duties commensurate with the role and grade for this post.

Person specification

Education/Training/Qualifications

• NVQ Level 3 Business Administration or equivalent qualification/ equivalent demonstrable experience

• RSA 3 or above, or equivalent
• Audio Typing

Knowledge Skills and Abilities

• Excellent organisational skills
• Demonstrable ability to use all main software packages.
• Use of PowerPoint

Work Experience

• Demonstrable experience as a medical secretary.
• Proven experience of patient management systems
• Proven ability to work as part of a team and independently as required

• Previous demonstrable supervisory experience or a qualification in supervisory skills

Personal Qualities

• Excellent organisational skills
• Ability to work well within a busy environment and meet deadlines
• Excellent telephone manner
• Adaptability, flexibility and ability to multi task
• Ability to undertake duties including prolonged periods of working at a PC workstation
• Ability to be able to concentrate on specific work for prolonged periods
• Ability to cope with interruptions through working day
• Ability to sit for prolonged periods

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.

North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.