Pathway Co-ordinator - BMT

Job responsibilities

1. To co-ordinate and be responsible for the provision of full secretarial and administrative services to the clinical team

1. To take a lead role in the management of lists and clinics, ensuring that all patients are seen within the required time scales and in accordance with NHS targets and Trust policies.

1. To take appropriate action to ensure that requests for diagnostics and follow-up appointments are processed in a timely fashion

1. To comply fully with elective access policy; e. The Specialty Coordinator will also operate a failsafe system whereby every patient is registered using appropriate software, regularly reviewed and monitored to assess where they are in their appropriate pathway e.g. timescale for referred tests and procedures, chasing departments if necessary for results.

1. To validate patients on the waiting list regularly as policy, actioning and recording all outcomes and removing patients from the waiting list where indicated

1. To arrange investigations, ensuring that these have been performed, results have been received,seen by relevant clinician and uploaded to correct software as appropriate within a timely manner.

1. To manage ones defined areas within the speciality and be responsible for prioritising work, developing staff and reviewing working practices to ensure effective department procedures and communication structures are implemented.

1. To coordinate the day to day activities of assistant specialty coordinators. :

• To train and supervise members of ones team in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals.
• To contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day to day basis support individual learning and development.
• To be actively involved in the recruitment process.

1. To ensure that joint working and close co-operation is developed and maintained with internal and external staff groups, providing the clinical/operational services needed to maintain a complete and seamless service to patients.

1. To take responsibility for data quality within a defined area; investigating issues, rectifying processes and providing training as required.

1. To deal with complex enquires from staff, patients, relatives and visitors investigating and researching matters in order to provide information, guidance and advice to others in response to their queries in line with departmental key performance indicators.

1. Use Voice Recognition Software to take responsibility for ensuring that letters for the speciality are sent out within the defined turnaround time, being pro-active in ensuring that each clinic attendance has been documented.

1. To keep close liaison with the outpatients department in order to maintain smooth running of outpatient clinics and to keep the department informed of any known changes to forthcoming clinics. When requested, to organise and set up extra clinics and liaise closely with appointments staff, clinic staff and patients.

1. Taking responsibility of dealing with general communication including email, shared mailboxes and EPR communication centre

1. To liaise with other departments as required.

1. To undertake general administrative duties including filing, typing, photocopying, scanning, arrangement of meetings and taking minutes.

1. To maintain stock control and consumables

1. To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.

1. To carry out any other duties as directed by the management team/consultant. This may cover a wide range of duties including providing cover for other teams roles at or below this band.

Person Specification

Education and qualifications

Essential

• Good general level of education (e.g. 5 GCSEs/BTEC grade C or above or equivalent) including Maths & English
• Knowledge of a range of Trust policies and management procedures

Desirable

• IT Qualifications/EPR Trained

Experience

Essential

• Relevant administrative experience with up to date experience of MS Office
• Excellent Communication skills both written and verbal

Desirable

• Previous experience within NHS/public sector
• Knowledge of patient pathways within NHS

Special Skills Attributes

Essential

• Proven organisational skills with accurate attention to detail
• Ability to work to tight deadlines and under pressure

Desirable

• Supervisory Experience

Personal Qualities

Essential

• Excellent interpersonal skills
• Flexible approach
• Ability to work independently but also as member of a team

Desirable

• Understanding and knowledge of the Trust's values

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

Oxford University Hospitals NHS Foundation Trust

Address

Churchill Hospital

Old Road, Headington

Oxford

OX3 7LE

Employer's website

https://www.ouh.nhs.uk/ (Opens in a new tab)