[ref. m15998220] University of Oxford - Assistant Patient Pathway Coordinator | Oxford University Hospitals NHS Foundation Trust

The post holder will be expected to provide cross cover across the Gynaecology Administrative team as directed by the Team leader on a day-to-day basis according to service need.

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.

This will involve waiting list management and validation of pathways for a speciality, in accordance with the Elective Access Policy, Cancer waiting time targets, communicating appointment and admission related information to patients and carers and/or typing correspondence asappropriate.

To provide a full and comprehensive administrative service to nurses and medics within Gynaecology and GynaeOncology as required. This will include both face to face and over the phone contact with patients, and liaising with staff of all levels.

Work will be under the direction and supervision of other B4s and B5s in the department.

The successful candidate will be encouraged to progress to a Band 3 through completion of clearly outlined competencies.

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.

This will involve waiting list management for a speciality, in accordance with the Elective Access Policy, communicating appointment and admission related information to patients and carers and/or typing correspondence as appropriate

• Work alongside the Patient Pathway Coordinators to support the administrative function within the Service.
• Provide primary administrative support to the specialist nurse, and junior doctor teams, including booking follow up appointments, correspondence support and other administrative duties as required.
• Provide a supporting role to the Patient Pathway Coordinator to help ensure the efficient administration of the service. To deputise for the Patient Pathway Coordinator in their absence due to annual leave or sickness absence.
• Ensure appropriate follow up appointments are booked.
• Use of the digital transcription system to produce clinical correspondence to inform referrers, patients, and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of 7 days from the point of clinical delivery / decision.
• Open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for taking action on urgent items in the absence of the clinician / Patient Pathway Coordinator.
• Respond to telephone queries coming into the department, taking clear messages to pass to relevant staff to ensure requests are actioned promptly.
• Using Scan IT ensure that electronic health records filing is maintained at an extremely high standard, with timely scanning of paper records on to EPR as required.
• Ensure accurate filing of paper notes and records is maintained as required.
• Follow the tracking procedure for the movement of all patient notes (Case Note Tracking).
• On an as and when required basis, update patient details on EPR to include ensuring patients that require discharge are processed accordingly and Patients Missing Follow Up List is updated.
• Act as the first point of contact for patients coming into the department.
• Provide a full reception service, including checking patients in and out of appointments, printing wrist band and checking PPID. Answering patient and staff queries and direct within the department as may be required.
• Admit and discharge patients to the ward, as required.
• Act upon queries from referrers, patients, and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology.
• As required by the Ward, ensure that notes and paperwork are available for elective and emergency admissions. Liaise with the ward nursing staff to support as may be required on a day to day basis.
• Book interpreters for patients prior to appointments and admissions as and when required.
• Book transport for patients who require it, in line with local processes and CCG guidelines.

• Administer all new referrals received via the E referral service, ensuring all are electronically triaged by the appropriate clinical staff member and action asrequired.
• Process and log all non-Choose and Book referrals on EPR, including registering new patients in addition to updating existing patient details.
• Book new and follow-up outpatient and diagnostic appointments, ensuring that capacity is proactively and efficiently used. This includes booking patients into the correct clinic to ensure that they are seen by the most appropriateclinician.
• Reschedule outpatient appointments as a result of patients calling the service, in line with the 18-week RTI target and agreed local processes inrespectto patient cancellations.
• Actively review patient DNAs,liaisingwith the appropriate clinical staff and reschedule patientappointmentsinlinewithagreedlocalprocesses.
• Completecliniccancellation forms and ensure appropriately authorised(minimum6 weeks'noticerequired) before processing thecliniccancellation on EPR andrescheduling of patient appointments.
• Addingadditionalcliniccapacity on EPR as directed by management, toincludethe useof adding appointment slots on EPR that can be booked via Choose andBook.

• Tounderstand18weeksreferral to treatment(RTT)rules anduse them inconjunctionwiththeOUHElectiveAccess Policytoproactively manageall electivepatientpathways.
• Book outpatient appointments,inpatientandday case procedures inclinical priority andbreach date order, whilst monitoringthePTLsto ensure anylateadditions areidentifiedand processedappropriately. I n doing so, takethenecessarysteps to avoidtarget breaches and resolveanyissues i.e.,28-daytheatrecancellations.
• To be responsibleformaximisingoutpatientand theatre/day casecapacity(i.e.,theatreutilisation)andidentifyand escalate anyissues tothePatient Access Team Leader which compromise delivery ofthe 18-weekRTT and cancerpathways.
• Recognise when patients are on cancer care pathways andproactivelylink with the MDT Coordinator and MDT Tracker to ensure these patientsareactively managed through their diagnosis andtreatment.
• EnsureTrust systems are updated with patient pathway status information and that dataqualityismaintained.
• Liaise with internal and externalcolleaguesto share patient pathway information and diagnosticinformation andexpeditepatientjourneyswhereneeded.
• Ensureinter-providertransfersaretimelyandthattheappropriatepaperworkhasbeen completedandsentorreceived.
• Co-ordinate appointments and procedures at others hospi1tals and organisations, where the pathway requires input fromthese.

• Support the Patient Pathway Coordinators as directed, with the following tasks

o AddtotheEPRinpatient/day casewaitinglistspatientsrequiringadmission.

o Process inpatient / day case admissions on EPR, where appropriate having agreed a TCI with the patient, in line with local bookingprocedures.

o Book pre-operative assessment appointments or liaise with the centralised Pre OperativeAssessmentServiceforpatientsrequiringaninpatient/day caseprocedure.

o In line with service protocols communicate basic clinical information to patients relating to their procedures and treatments, ensuring appropriate distributionofpatientinformationbooklets.

o Actively review patient DNAs, liaising with the appropriate clinical staff and reschedule patientproceduresinlinewithagreedlocalprocesses.

o On an as and when required basis, liaise with theatres to ensure that specialistequipment is available whereneededand theatreslotsare utilised appropriately. Ensure ward, surgery areas and clinical teams are aware of patients who have been booked in for surgery and any specialist requirements for theadmission.

o On an as and when required basis,inform,andliaisewith the Clinical Site Management Team and Clinical Team that ITU/HDU beds have been booked for elective patientswhereneeded.

• Demonstrate high levels of customer care and be an ambassador for customer care within theTrust.
• Provide a robust administration function that underpins the delivery of a high-quality service and maintain effective working relationships with clinical, nursing, and administrativestaff.
• Answer all telephone calls in a timely manner and action asappropriate.
• Maintain patient confidentiality at alltimes.
• Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimumlevelofcoverduring itscorehoursof08:00to17:00.
• On an as and when required basis, take responsibility for actioning notes requests received by email from other departments within theTrust.
• On an as and when required basis, use the Trust IT systems (EPR) to; register patients, make up a set of patient notes, make outpatient appointments, produce end of treatment letters, ensure that details are correct, check in / check of outpatient appointments asinstructed.
• Any other duties at the request of the Team Leader, Patient Pathway Manager, Service Manager, which may be needed to fulfil the objectives of the post, which are appropriate to thegrade.

This advert closes on Thursday 26 Sep 2024