Vascular Surgery Admissions Pathway Coordinator

An exciting opportunity has arisen for an Admissions Pathway Coordinatorwithin the Cardiovascular Care Groupat Kings College Hospital NHS Foundation Trust.

We are looking for an enthusiastic, proactive and motivated individual with good communication and interpersonal skills, to join our team as an AdmissionsPathway Coordinator within the Vascular Surgery Department.

The post holder will be responsible for the efficient and effective management of both inpatient and day case vascular waiting lists, from the point of referral to the day of operation in compliance with local and national performance targets and best practice, ensuring compliance with RTT waiting time targets. They will work as part of the Vascular Multidisciplinary Team (MDT) to facilitate the smooth running of the inpatient and day case patient journey, and coordinate the administrative pathway for vascular patients, ensuring effective cooperation between departments involved in the delivery of care to patients

Job description

Waiting List Management

1.To be responsible for the management of the inpatient waiting list for the Vascular Consultants.

2.To support the validation of waiting lists as required in relation to Trust guidelines ensuring that all patients are fit and still requiring surgery.

3.To liaise with the multidisciplinary team in the planning of admissions, ensuring that the patient is provided with appropriate information regarding their admission in a timely manner.

4.To add patients to day case waiting lists accurately on EPIC in a timely manner, in line with Trust policy.

5.Maintain thorough and accurate records of all correspondences with patients throughout their admission process.

6.To ensure any patient cancelled on the day of admission/ surgery for non-medical reasons, is reallocated a date for admission within 28 days, escalating any problems or issues to the line manager and/ or the Vascular Assistant Service Manager/ Cardiovascular Service Manager in a timely manner.

7.To identify the needs of patients in conjunction with their admission episode, i.e. language barriers, anxiety, carer/ dependency issues.

8.To manage waiting list activity and admission data within the Trust IT system (EPIC) and action/ highlight any errors.

Elective Patient Pathway Administration

1.To follow all administrative processes within the elective and emergency Vascular inpatient/ day case pathway, to ensure patient pathways are managed efficiently, smoothly and in accordance with national targets and locally agreed timescales.

2.To ensure key information is uploaded onto the electronic patient records system (EPIC) so that clinical and administrative teams have site of up to date tests results and future appointments.

3.Utilise patient administration systems to understand and coordinate inpatient and day case patients pathway, ensuring key dates are recorded and updated on a daily basis.

4.To ensure that clinical staff and management are aware of key dates in the patient pathway, and that they are aware of potential delays and breaches of key milestones, such as 6 week diagnostic and 18 week waits.

Main Theatre & Day Surgery Admission booking and coordination

1.To arrange day surgery admissions in accordance with the Trusts waiting list policy, taking into consideration the type of urgency, waiting list status, previous cancellations and special requirements.

2.To add patients to day case waiting lists accurately onto EPIC in a timely manner, in line with Trust policy.

3.Frequently liaise with the Vascular Consultants/ Clinical Specialist Nurses regarding the case mix of lists so that they are always utilised to maximum capacity.

4.To monitor lists daily and act upon patient cancellations to ensure full usage of the day case theatre lists.

5.To follow procedures for cancelled admissions ensuring that procedure dates are booked according to the Trusts re-book policy, and informing the Assistant Service Manager of any potential problems.

6.Monitor appointment attendance and re-arrange further appointments as required, in line with Trust policies.

7.To understand and demonstrate knowledge and ability to manage patients on an 18 week RTT pathway.

General Administration

1.To courteously and efficiently receive all telephone enquiries from patients, carers and external agencies in relation to hospital admissions, appointments and general enquiries, ensuring that accurate records, both manual and electronic are maintained and appropriate action is taken in a timely manner.

2.To ensure the telephone is answered in a timely manner in line with the Trust greeting policy. To frequently deal with any telephone messages and promptly return telephone calls.

3.To receive and process all incoming correspondence, paper and electronic, ensuring it reaches the appropriate place within the required deadlines, maintaining confidentiality at all times.

4.To ensure patient demographics are kept up-to-date at all times on the Trusts patient database.

5.Deliver the Trust Access and waiting list policies, ensuring standard are met.

6.To deal effectively with Consultant, Registrar, Nursing and Management queries regarding patient appointments and details.

7.To contribute to the administration of the VNUS clinic.

8.To maintain an up to date electronic filing system on a shared network drive.

General

Person specification

Person Specification

Essential

• Good standard of secondary education with literacy and numeracy skills demonstrable to GCSE pass or equivalent standard.
• Experience of using MS Office applications, such as Word and Excel to a good standard.

Desirable

• Courses/further study attended to demonstrate evidence of personal development. Diploma level qualification or equivalent experience.
• Demonstrable NHS administrative and organisational experience.
• Understanding of NHS access standards including RTT and Planned procedures, with experience in an admissions role.
• Able to demonstrate knowledge to gather, analyse and report a range of data and information.

About the employer

The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.