Patient Pathway Co-ordinator

Careers at #LNWH

London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond.

Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.

We run major acute services at:

• Northwick Park Hospital: home to one of the busiest emergency departments (A&E) in the country. The hospital provides a full range of services including the country’s top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK
• St Mark’s Hospital: an internationally renowned specialist centre for bowel disease
• Ealing Hospital: a busy district general hospital providing a range of clinical services, as well as 24/7 emergency department and urgent care centre, and specialist care at Meadow House Hospice
• Central Middlesex Hospital: our planned care site, hosting a range of surgical and outpatient services and collocated with an urgent care centre.

We are a university teaching NHS trust, in recognition of the important role we play in training clinicians of the future and bringing the benefits of research to the public.

Find out more about our Trust and why you should join us#WeAreLNWH

Find out more about Our HEART values

Find out more about our Trust Staff Benefits

Our vision at London North West University Healthcare NHS Trust is to put “Quality at our HEART”. Find out more about our ambitious strategy

We are clear that our vision can only be achieved by our staff, who are our most valuable asset.

• H onesty
• E quity
• A ccountability
• R espect
• T eamwork

These values describe how we interact with each other and our patients and must underpin everything we do to achieve our vision.

If it works for the service, we will do our best to make it work for you.

• To be responsible for the coordination of PTL meetings for specific specialties and provide cover during periods of leave
• Track designated patients throughout their 18 - week pathway, escalating issues of concerns promptly
• Contribute to the review process with the assistance of the project manager
• Coordinate national and local audits for specific specialties, by collating and analysing data.

Main duties of the job

KEY RESPONSIBILITIES

• Increasing capability and capacity for service improvement across the MDTs.
• To help facilitate service improvement with MDTs who have identified areas where they can improve the experience and outcome of care for the cancer patient.
• Work with the MDTs to develop their team around the patient journey and ensuring the patient and carer experience of care is central to every stage of their journey.
• Function as part of the operations team ensuring all aspects of the department are run efficiently.
• Establish and ensure the continuation of effective communication, often of a sensitive or highly challenging nature.
• Communicate with patients and with GPs as required, as part of patient pathways. · To ensure that all administrative and clerical responsibilities are carried out to the highest quality standards by monitoring and improving services.
• Identify issues in process and suggest changes to improve pathways·

Working for our organisation

London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond.

Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.

We run major acute services at:

• Northwick Park Hospital: home to one of the busiest emergency departments (A&E) in the country. The hospital provides a full range of services including the country’s top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK
• St Mark’s Hospital: an internationally renowned specialist centre for bowel disease
• Ealing Hospital: a busy district general hospital providing a range of clinical services, as well as 24/7 emergency department and urgent care centre, and specialist care at Meadow House Hospice
• Central Middlesex Hospital: our planned care site, hosting a range of surgical and outpatient services and collocated with an urgent care centre.

We are a university teaching NHS trust, in recognition of the important role we play in training clinicians of the future and bringing the benefits of research to the public.

• Liaise with Patient Services Department to ensure all patients have a booked first appointment, investigation and procedure.
• Record details of patients referred via other routes other than General Practitioners and add to the PTL database. Report to the Service Delivery Manager any deviations from process.
• Manage processes that inform GP’s of patient’s diagnosis, decisions made at outpatient appointment etc.
• To administer entry into the database according to guidelines and monitoring milestones
• Undertake relevant validation corrections to database to allow upload to 18 week waiting times
• Submit the required reports in the given format and according to 18 week waiting times deadlines. Ensuring accuracy at all times.
• Ensure data is entered in a timely manner, checking accuracy and detail at all times.
• Negotiate with all clinical and administrative personnel, within the Trust and tertiary centres to establish good working relationships in order to improve the co-ordination of the patient journey.
• Participate in weekly tracking meetings with Service Delivery Manager, highlighting any issues with patient pathways which may cause them to exceed waiting times targets.
• Maintain patient tracking logs by updating appointments, clinic outcomes, results, updates from other Trusts and steps in patient journeys on a daily basis.
• Send all relevant patient information, using secure email/fax and scanning facilities.

• Participate as a core member of the relevant specialty
• Ensure patients’ diagnoses, investigations, management and treatment plans are completed and added to the patient’s notes.
• Facilitate and co-ordinate autonomously, the functions of the tracking meetings.
• Ensure there is clear definition of roles and responsibilities for tracking members, by liaising with the Service Delivery Manager.
• Ensure the appropriate proportions of patients are discussed at PTL meetings.
• Type reports of PTL outcomes and long term plans as advised by Clinical Leads for specialties. Ensure these records are then filed according to Department policy.
• Ensure requests are actioned post-PTL. This will include booking of investigations and appointments, and liaising with other departments and Trusts.
• Ensure lists of patients to be discussed at PTL meetings are prepared and distributed in advance.
• Ensure team members or their deputy are advised of meetings and any changes of date, venue.
• Co-ordinate attendance and apologies lists, for PTL.
• To be responsible for the compilation and the availability of all necessary records (i.e. case notes, x-rays, test results) for the patients to be discussed at the PTL meeting.
• To provide cross-functional cover for all PTL meetings.
• Liaise with clinical teams to ensure new 18 week patients are tracked for discussion.
• To have an expert knowledge of the video-conferencing facility, providing support to other personnel, as required. Set up and maintain link to other Trusts during PTL meetings by liaising with pathway co-coordinators at partner Trusts

• Undertake demand and capacity studies where appropriate, as directed by Service Delivery Manager.
• Report changes to PTL on a weekly basis.
• Ensure all data collection and recording of data is completed accurately for the allocated specialties.
• Establish effective communication networks with clinicians and other members of the multidisciplinary team and actively participate in development and change to any systems.
• Actively contribute to 18 week pathway review visits.
• Assist the Service Delivery Manager in reporting regularly to the lead clinician/trust on compliance/noncompliance of standards.
• Record attendance at weekly PTL meetings
• Take minutes at the PTL meetings, type notes back in the required format and distribute to all concerned.
• Maintain records of all issues discussed at the PTL meetings

• The post holder is required to work alongside and under the supervision of the Clinical Support Team Leader and Service Manager.
• Ensure regular communication with clinical teams, Service Manager, Lead Clinicians, CNS Team and support services. i.e. radiology, pathology, out-patients, using email, telephone, face to face and in writing as required.
• The post holder must be competent in word processing and basic spreadsheet skills.
• The post holder is required to monitor and input data daily regarding the patient journey. They will be required to analyse the data to assess if targets may be at risk of being breached, taking actions to eliminate a breach in targets.
• The post-holder will participate in weekly tracking meetings, highlighting any issues with patient pathways which may cause them to breach waiting times
• To assist the clinical team in ensuring positive patient experience is central to the patient pathway.
• They will be a key point of contact for patients and will be required to ensure patients are given appointments within target times and information regarding scans and other tests are available. The will be required to communicate with patients regarding their appointments and queries and this must be done in a professional and sensitive manner.

• The post holder is responsible for ensuring that RTT pathway is up to date and has been completed correctly.
• The post holder will meet regularly if required with the Clinicians or clinical nurse specialists to validate the status of the patient pathway
• The post holder must ensure that all patient identifiable information is stored securely on the network drive.

• The post-holder is required to provide administrative support for meetings, on a regular basis.
• The post-holder will be responsible for the compilation and the availability of all necessary records (i.e. notes, imaging and investigations) for management and clinicians as required
• The post-holder will be required to ensure all steps in the patient pathway are expedited - this will include, but not limited to, ensuring investigations and appointments are booked, and liaising with other departments and Trusts and liaison with the Lead Clinician and Service Manager
• To ensure all letters are typed and filed into relevant notes to ensure smooth pathway for the patient
• The post-holder must communicate professionally with the Clinical team at all times, whilst maintaining a good working relationship.
• The post-holder is responsible for prioritizing their own workload in order to ensure that all waiting times standards are met.
• The post-holder will be required to use a computer daily to record data and produce documentation and use Trust IT systems and specialty databases to ensure relevant and accurate information is recorded
• Monitor and investigate patient DNAs, communicating results to the consultants and service managers as appropriate
• Undertake general typing duties e.g. clinical letters, references, medical reports, ad-hoc letters as required
• Undertake general office admin duties including, filing, scanning, copying, meeting arrangements and room bookings etc
• Ensure clinical correspondence has been completed and processed.

• The post-holder will be required to assist in supplying information for demand and capacity studies where appropriate, as directed by the Service Management team.
• The post-holder will be required to assist the Clinical Support Team in reporting regularly on compliance/noncompliance of standards

• The post-holder will be required to assist the Service Management team in identifying areas of improvement.

• The post holder will be required to adopt a professional attitude at all times, communicating at various levels.
• They will be required to have an ability to work under pressure, in stressful situations ensuring targets are met and adhered to.
• The post holder must be prepared to deal with challenging situations when working towards targets

The post-holder will be required to be aware of Information Governance issues

Person specification

Knowledge & Experience

• Previous NHS Health Care experience
• Experience of working within a confidential environment

• Experience of monitoring waiting times data

Skills, Abilities and Attributes

• Excellent communications skills demonstrated
• Ability to work under pressure & meet deadlines
• Proven ability to multi-task, be flexible, adaptable, motivated, reliable, willing and able to take personal responsibility
• Ability to adapt to change within working situation

The Trust is committed to safeguarding and promoting the welfare of children, young people and adults at risk and expects all staff and volunteers to share this commitment.

We promote the wellbeing and safety of all our patients and carers by acting promptly on concerns, communicating effectively and sharing information appropriately, according to the standards determined by our policy and procedures. All posts working with vulnerable groups will be subject to an enhanced criminal records check upon appointment and staff will need to give their consent for the Trust to receive regular updates on their criminal records status throughout their employment.

If you have not heard from us within four weeks of the closing date, please assume that you have not been shortlisted.

Our employment checking processes require that all shortlisted applicants provide the contact details of their current HR Department. If shortlisted you will be sent an email reminder to present the contact details of your HR Department at the interview.

Please note the Trust uses identity checking software for verifying the authenticity of identity documents provided by candidates.

As part of our commitment to the Equality and Diversity at LNWUH, we are encouraging applications from BME (Black ,Minority Ethnic) candidates as we seek to ensure our workforce structures are representative of the diversity of the communities we serve.