Patient Pathway and Admin Coordinator | Epsom and St Helier University Hospitals NHS Trust

Epsom and St Helier University Hospitals NHS Trust; Carshalton; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading healthcare provider in Carshalton is seeking a Patient Pathway and Admin Coordinator to oversee administrative and clerical issues related to patients' pathways from referral to treatment. The role requires effective coordination and collaboration with clinical teams to ensure high patient care standards. Candidates should have relevant administrative experience in a healthcare environment, strong organizational skills, and the ability to communicate effectively. This position is a full-time, fixed-term contract for 12 months.

Qualifications

• Experience in administrative roles in healthcare settings.
• Strong organizational skills and attention to detail.
• Effective communication skills to liaise with clinical staff.

Responsibilities

• Coordinate patient admissions and attendances efficiently.
• Maintain accurate patient records and ensure their availability.
• Facilitate and validate blood collection services.

Skills

Patient care

Admin coordination

Team collaboration

Tools

Patient Administration System (PAS)

iPM

iCM

Job description

Overview

Patient Pathway and admin coordinator for CFS, Microbiology, Phlebotomy and Transport Services. Full time Mon to Fri - 37.5 hours per week - 12 months Fixed Term Contract. Based in a specialty clinical team, the post holder will be the point of contact for all administrative and clerical issues relating to patients’ pathway of care, tracking and supporting them from referral to treatment &/or discharge.

The postholder will provide a patient focused service that supports clinical staff in the provision of efficient integrated pathways that enable the best use of resources and ensure that patients are fit, willing and able to be treated and that they are treated in the right place, by the right person, at the right time. The post holder will ensure high levels of patient care and will ensure clinician satisfaction by being an accessible, customer focused and knowledgeable point of contact.

Responsibilities

• To work as part of a clinical team ensuring that patients are admitted efficiently for Outpatient appointments, pre-admission appointments, investigative treatments, diagnostic procedures and inpatient and day case operations within national guidelines and in accordance with the trust’s Patients Access, Booking and Choice Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules. Ensure 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) including ERS within one working day of receipt/decision to treat.
• Maintain efficient systems and processes relating to patient attendances and admissions as part of a multi-disciplinary clinical team. 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.
• In conjunction with Medical Records, ensure all patients’ records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports, obtaining results from external organisations/healthcare providers and preparing them and patients’ records for review by clinicians as required.
• Facilitate completion of prior approval/exceptional treatment forms prior to patients’ attendance and/or admission in line with South West London Effective Commissioning Initiative.
• liaise with clinical staff to ensure that specialist equipment is available, where required, and that clinical teams (e.g. ward, outpatient department etc.) are aware of patients with specialist needs.
• Contribute to quality and cost improvement/ CQUIN initiatives to improve services.
• Facilitate the timely production and dissemination of all patient and healthcare professional correspondence, including clinical correspondence and discharge summaries, to achieve quality measures.
• Ensure that all patients are scheduled in accordance with outpatient, diagnostic and inpatient/day case waiting time targets and that attendance/admissions information is accurately recorded on all appropriate databases, including, but not limited to, iPM, iCM, PACS etc.
• Arrange translation services, in liaison with the appropriate departmental manager, as required. This may include foreign language and/or sign language translation. Ensure that such services are available for the period of patient attendance and/or admission as appropriate.
• Maintain an efficient system for the tracking of healthcare records and X-rays. This includes ensuring patients’ records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports etc. and preparing them and patients’ records for review by clinicians. Keep the computer tracking system updated and ensure documentation is filed in patients’ notes and/or transferred to appropriate ward, medical records and/or other departments as required.
• Liaise with Clinical Coding Department to ensure that medical records are accurately and promptly coded following all admissions.

Phlebotomy coordination

• Co-ordinate and validate the activities of the routine blood collection services across outpatient, inpatient, GP Surgeries and clinics and the provision of an extensive Home blood collection Domiciliary service.
• Set and maintain high standards of patient care and blood sample collection.
• Competency assess team against set criteria framework to ensure that blood samples from patients are taken in a manner that makes the blood samples suitable for analytical, therapeutic or diagnostic testing and purpose.
• Effectively manage contingencies that arise during the day to day running of phlebotomy services.
• Coordinate and participate in the training of phlebotomists.
• Participate in people governance procedures such as staff recruitment and appraisal and attendance management.
• Prepare and check staff rotas, attendance, staff wages and overtime claims.
• Coordinate stock and non-stock ordering for phlebotomy.

This advert closes on Tuesday 16 Sep 2025