Patient Pathway CoordinatorNHS

Job summary

The purpose of this post is to actively manage the administrative processes of patient pathways, ensuring a smooth and efficient service for patients throughout their treatment by the Trust. Also to ensure and participate in providing an effective administration service to the multidisciplinary team.

Main duties of the job

• Coordinating patient pathways from referral through to treatment, ensuring patients receive timely and efficient care.
• Managing and validating Referral to Treatment (RTT) pathways, including 18-week pathway monitoring and escalation of potential breaches.
• Booking, amending and managing outpatient appointments, investigations and follow-up appointments in line with Trust policies and waiting time standards.
• Maintaining accurate patient records on Trust systems and ensuring data quality is upheld at all times.
• Communicating effectively with patients, clinicians, GPs and multidisciplinary teams to resolve pathway issues and support service delivery.
• Monitoring waiting lists and taking proactive steps to ensure patients are treated within national targets.
• Providing comprehensive administrative support, including managing correspondence, clinic outcomes, patient enquiries and medical reports.
• Supporting clinicians and operational teams by producing reports and assisting with service improvement initiatives.
• Working collaboratively within the wider administrative team to ensure a high-quality, patient-focused service is delivered.

Job description

1. Work with the Service Manager/Delivery Manager or Senior Patient CareCoordinator (line manager) to ensure that administrative processes for the patientpathway meets the quality standards required both nationally and within thedirectorate and are adhered to.2. Implement the Trusts digital dictation/voice recognition system for the service area. Ensure that all incoming and outgoing communication, including urgent matters, are dealtwith efficiently (including vetting correspondence and ensuring that appropriate action istaken before passing on).3. Implement improvements to the administrative element of the pathway. Alsoproactively identifying emerging issues that may cause delays at any point in patientpathways and make suggestions to improve administration or any other aspect ofthe total pathway.4. Ensure administration SOPs are implemented and make suggestions to supportchanges in delivery service.5. Work closely with line manager and multidisciplinary team to ensure all patients withallocated slot issues (ASIs) are given appointment dates within the timespecified and within the correct clinic specification.6. Use the Trust information systems to monitor patients pathway progression,monitoring appointments and attendance using IT systems such asDMS/EPR/CRS/ EMIS. Observe legal and Trust data confidentiality, security and qualityrequirements.7. Send all referrals to Central Appointments in line with the correct departmentalprocedure.8. Input and retrieve information from the departmental and/or Trust computer systems inaccordance with departmental guidelines.9. Forward patients corrected/updated details to Central Appointments.10. Use the CRS System booking when required, including moving and creating newslots for patients.11. Maintain a regular forward look of upcoming clinics, ensuring all diagnostics arepresent and correct, and under or over-booking issues are proactively dealt with.12. Assist in RTT validations, ensuring to identify and escalate issues affecting a patientspathway and work to ensure RTT compliance is met.13. Supply clinicians and others with information on the 18-week status of the patientswhen required.14. Assist in booking diagnostics when required15. Maintain Waiting/TCI Lists.16. When clinics are cancelled at short notice inform patients of cancellation.17. Proactively deal with all enquiries from patients, carers, GPs and other service users,ensuring where possible that the callers needs are met, or they are transferred to the mostappropriate person. Respond to all informal concerns/complaints coming into thedepartment both on the telephone and in writing and escalate where necessary.18. Keep a record of the movement of medical records passing through the administrativeoffice, and maintain the notes, and track to the appropriate department, enablingcontinuity of care.19. Maintain a central record of doctors/consultants annual leave/study days. Reportingand action any clinic/theatre cancellations and annual leave requests from your clinicalteam.20. Ensure that stationery and office equipment is used efficiently and that any specificunmet needs are brought to the attention of the line manager. Undertake stock control asappropriate.21. Collect and deliver post and occasional reception duties.22. Be aware of changes in NHS waiting time targets and associated government policy anduse this information to propose improvements.23. Organise meetings including support material, refreshments, the production anddistribution of agendas and minutes etc. Organise and provide cover for other staff withinthe pathway team and cover for colleagues as and when required regardless of the site andthe Directorate.24. Role involves cross-site as some days will be based in Newham and some days based in Shrewsbury Health CentreThe full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledgerequired. For both documents, please view the attachment/s below.

About us

Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.

Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.

We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment.