Patient Pathway Coordinator

Birmingham Community Health Care Nhs Foundation Trust; Birmingham; On-site; GBP 26,000 - 34,000; Full time

Job summary

Birmingham Community Health Care NHS Foundation Trust is seeking a Band 5 administrative post based in Birmingham with 37.5 hours per week, full-time. The role supports day-to-day administration for referral validation, reporting waiting times and assisting the clinical teams within Inclusion Services.

This position involves travel to other sites across the city, and the post requires effective teamwork, initiative and strong communication within a busy office environment.

Qualifications

• This role requires good communication skills and the ability to meet the conflicting demands of working in a busy office environment.
• Ability to work well using your own initiative whilst being committed to teamwork.
• The role involves analysis of databases, Rio (Patient Management System) and the ESR (Electronic Staff Record).

Responsibilities

• Direct line management responsibility for junior administrative staff within the service.
• Input, analyse and validate data to provide reports to Management and Corporate Teams.
• Support recruitment activity across the team with the Recruitment and Trust Bank departments.
• Develop and implement Standard Operating Procedures (SOP) to reduce waiting times and optimise referrals.
• Ensure smooth running of office-based systems and maintain operational standards.

Skills

Communication skills

Teamwork

Initiative

Organisational skills

Tools

Microsoft Office

Excel

Job description

These Services are citywide but Admin Staff are will be based. There is an expectation of travel to other sites across the city of Birmingham.

These are Band 5, permanent posts offered on a full-time basis, working 37.5 hours per week. Part time and/or flexible working requests will be considered.

This interesting and varied role requires the ability to work well using your own initiative whilst being committed to teamwork. This position also requires good communication skills and the ability to meet the conflicting demands of working in a busy office environment.

You will be expected to provide effective and efficient business focused administration, to support the day-to-day operational management of referral validation. Ensuring accurate referral data, reporting of waiting times and safe, effective and efficient management to optimise clinical delivery.

You will support the designated clinical team, the Senior Management Team and Service Managers to deliver safe and effective services whilst also ensuring compliance with targets.

To provide comprehensive administration and business function, to support the Speech and Language Therapy/Physiotherapy Team within the Inclusion Services group.

To provide an effective and efficient business focused administration, to support the day to day operational management of referral validation. Ensuring accurate referral data, reporting of waiting times and safe, effective, and efficient management to optimise clinical delivery.

To work collaboratively with managers and other support staff to ensure the smooth running of all office based systems and to resolve or elevate concerns as necessary.

Take responsibility for a range of administrative duties which will include analysis of databases, Rio (Patient Management System) and the Electronic Staff Record (ESR).

Support with the delivery of projects and deadlines as directed by the Management Team.

To support the review and development of Standard Operating Procedures (SOP) for clinical and non-clinical functions in to ensure that it they are fit for purpose to support the reduction of waiting times within Inclusion Services and ensure all referrals are processed efficiently and managed appropriately throughout the patient pathways.

BCHC has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.

To provide comprehensive administration and business function, to support the Paediatric Physiotherapy and Occupational Therapy Teams within the Inclusion Services group.

To provide an effective and efficient business focused administration, to support the day to day operational management of referral validation. Ensuring accurate referral data, reporting of waiting times and safe, effective, and efficient management to optimise clinical delivery.

To work collaboratively with managers and other support staff to ensure the smooth running of all office based systems and to resolve or elevate concerns as necessary.

Take responsibility for a range of administrative duties which will include analysis of databases, Rio (Patient Management System) and the Electronic Staff Record (ESR).

Support with the delivery of projects and deadlines as directed by the Management Team.

To support the review and development of Standard Operating Procedures (SOP) for clinical and non-clinical functions in to ensure that it they are fit for purpose to support the reduction of waiting times within Inclusion Services and ensure all referrals are processed efficiently and managed appropriately throughout the patient pathways.

Responsible for:

• Direct line management responsibility: and more junior administrative staff within the service.
• Budgetary responsibilities: authorised signatory for under £1000 (for timesheets, stock orders)

Main Duties:

• 1. To have day to day operational management responsibility for the administration team, ensuring the smooth running of the team and maintenance of the operational standards.
• 2. To have a comprehensive and detailed understanding of Microsoft office functions in particular ability to manipulate data using excel. To input data into IT systems to accurately reflect service position to ensure accurate reporting of waiting times across services.
• 1. To input, analyse and validate relevant data to provide accurate and detailed reports to the Management and Corporate Teams as necessary e.g., to support targets for Inclusion Services Group.
• 2. To ensure open referrals are validated and corrective actions are taken to ensure patients are progressing through the patient pathway appropriately and without unnecessary delay.
• 1. To undertake day-to-day line management for more junior administrative staff.
• 1. To take overall management for staff workload allocation / rotas, ensuring that there is adequate cover and skill mix to meet the demands of the service. Addressing any training or development needs with team members.
• 1. Provide advice support and guidance to team members and act as a point of escalation for complex administration queries.
• 1. Working with the Recruitment and Trust Bank departments to support all recruitment activity across the team.
• 1. To continuously monitor and implement service development using transformational tools, change models and techniques.
• 1. To ensure implementation and adherence to Trust Policies.
• 1. To ensure that sufficient staffing levels are maintained to meet variations in demand.
• 1. To lead and empower all members of their team to perform to high standards and to innovate.
• 1. Ensure supportive staff management arrangements are in place and to carry out personal development reviews for direct reports. Ensure all staff in your team/s has annual PDR's resulting in specific objectives and effective personal development plans.
• 1. Develop a working culture that ensures appropriate knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objective is included in PDR's.
• 1. Develop a working culture that ensures Health and Wellbeing and promotes a 'Great Place to Work' and learn for staff.
• 1. To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
• 1. To minimise the Trust's environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases.
• 1. Responsible for ensuring identified training and development is undertaken appropriate to the post holder's role.