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Job Overview
The Patient Pathway Coordinator is responsible for overseeing all aspects of the patient pathway, from referral to treatment and follow up care within Plastic Surgery.
The key tasks respectively involve managing the outpatient and inpatient waiting lists in accordance with Government Access Targets and Trust’s Patient Access Policy. To ensure efficient and effective use of available resources.
To manage the waiting lists for a team of clinicians and co-ordinate admissions associated pre-operative assessment clinics and theatre lists, including outpatient clinics.
To play a central role within these services and to work in close liaison with colleagues, staff in other departments, GPs, patients and the general public.
To exercise initiative, independent judgment and decision making with situations arising from the duties described below to ensure an effective, high quality service.
Work with the senior management team to resolve capacity issues, escalating any shortfalls to the Support manager and Performance and Operations Manager if required.
Ensure good data quality, including checking patients out on the CareflowPAS (Patient Administration System) to ensure appropriate income generation; to ensure accurate RTT and income data.
Managing multiple waiting lists for clinicians to ensure patient are booked correctly and in accordance with RTT.
The role requires good problem solving skills and the ability to prioritise work load.
Main duties of the job
- To work as part of a clinical team ensuring that patients are admitted efficiently for procedures and inpatient and day-case operations within national guidelines and in accordance with the Patients Access Policy
- To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient admissions
- As appropriate, schedule new or follow-up outpatient appointments, book pre-admission appointments, organise investigative treatments and operation dates ensuring that patients are informed
- Provide administrative support to consultant/clinical teams including the management of clinician’s diaries/timetables
- To liaise with partner organisations to assist facilitate the treatment of patients.
- To ensure that kit necessary for procedures has been identified.
- To ensure that valuable theatre resources are utilised to maximum potential, including replacing short notice cancellations.
- Provide information service for elective patients (including distressed and anxious patients/relatives as required).
- Regular communication with consultant teams, clinical staff and directorate management to enable efficient processes.
- Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate.
- To undertake additional administrative tasks and responsibilities within the specialty/clinical division as required by the division or assistant general manager
Working for our organisation
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
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.
Detailed Job Description And Main Responsibilities
- To work as part of a clinical team ensuring that patients are admitted efficiently for investigative treatments, diagnostic procedures and inpatient and day-case operations within national guidelines and in accordance with the trust’s Patients Access Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules.
- To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient admissions. This includes maintaining accurate computerised and manual records, inputting registration and waiting list data onto the trust’s computer systems and ensuring that all patient records are kept up to date with any details relevant to the patient’s attendance and/or admission.
- As appropriate, schedule new or follow-up outpatient appointments, book pre-admission appointments, organise investigative treatments, diagnostic appointments and TCI/operation dates ensuring that patients are informed, with reasonable notice, and that all relevant paper work is completed for given appointment. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s).
- Provide administrative support to consultant/clinical teams including the management of clinician’s diaries/timetables. Confirmation of consultant’s timetables to ensure that appropriate cover is available for all clinical sessions.
- To liaise with partner organisations to assist facilitate the treatment of patients. This includes liaison with primary, secondary and tertiary care providers. Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to warrant that patients are treated in accordance with elective waiting time standards.
- To liaise with Cancer Services MDT Coordinator(s) to ensure that all patients with suspected/confirmed malignancy are treated in accordance with the updated cancer strategy.
- To ensure that funding has been authorised for identified procedures prior to booking a patient for surgery.
- To ensure that kit necessary for procedures has been identified.
- To ensure that valuable theatre resources are utilised to maximum potential, including replacing short notice cancellations.
- To cancel patient appointments &/or TCI dates as requested and ensure that they are rescheduled in accordance with Trust policy. Accurately record all cancellations and cancellation reasons
- Provide information service for elective patients (including distressed and anxious patients/relatives as required). Be aware of the needs and concerns of patients and provide a friendly, efficient and courteous service to patients, relatives and visitors, providing them with advice and information as appropriate.
- Regular communication with consultant teams, clinical staff and directorate management to enable efficient processes.
- Be aware of correct booking processes which are being followed e.g. full booking/partial booking, accurate recording of elective/ non-elective activity
- Be aware of the needs and concerns of patients and to provide a friendly, efficient service to the patients. Use effective listing/communication skills when dealing with potentially distressed or bereaved patients and/or relatives. Use empathetic approach to patients and/or relatives seeking assistance from clinical staff/senior managers as appropriate.
- Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate. This will include enquiries from patients, their GPs and community hospitals.
- Provide cover for colleagues across the specialty/clinical directorate during periods of planned annual leave and sickness.
- To undertake additional administrative tasks and responsibilities within the specialty/clinical division as required by the division or assistant general manager.
- Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy, taking appropriate account of patients’ rights and diversity and ensuring fair access to services.
- The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job.
Person specification
Education/Training/Qualifications
Essential criteria
- Good general education including GSCE in Maths or English (or equivalent)
- Keyboard and computer skills (Microsoft office)
Desirable criteria
- Patient Administration System (PAS) training
Work Experience
Essential criteria
- Experience in NHS or similar organisation
- Experience of working as part of a team in a multi-disciplinary environment.
- Experience in managing spreadsheets and data tracking
Desirable criteria
- Experience managing waiting list inline with BNSSG Elective Care Access Policy
Knowledge/Skills/Abilities
Essential criteria
- Experience in meeting objectives and deadlines
- Ability to analyse data and understand how this may be used to undertake capacity/demand planning
- Excellent written/verbal communication skills
- Able to develop good working relationships amongst team, colleagues and clinical staff
Personal Qualities/Special Circumstances
Essential criteria
- Ability to work flexibly to meet the needs of the service
- Attention and an eye for detail
- Ability to use own initiative
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.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. 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.
