Patient Pathway Coordinator

Cardiff and Vale University Health Board; Greater London; On-site; GBP 21,000 - 24,000; Full time

Job summary

Cardiff and Vale University Health Board is seeking an experienced administrative professional to manage patient pathways from referral through treatment. You will coordinate appointments, monitor RTT compliance and maintain high standards of data quality.

The role requires strong IT skills, knowledge of NHS targets and proactive communication with multidisciplinary teams to ensure timely patient care.

Qualifications

• GCSE A Level or equivalent standard of Education.
• AMSPAR or equivalent e.g. medical terminology knowledge and patient pathways awareness.
• Knowledge of national targets for patient pathways and RTT rules.
• Competence with IT packages including CRS and EPR.

Responsibilities

• Coordinate patient pathways from referral through to treatment.
• Monitor 18-week RTT, escalate breaches and delays.
• Book and manage outpatient appointments and investigations.
• Maintain accurate patient records and data quality.
• Communicate with patients, clinicians, GPs and teams to resolve pathway issues.

Skills

Attention to detail

Communication skills

NHS pathway knowledge

Education

GCSE A Level or equivalent

AMSPAR or equivalent

Healthcare terminology knowledge

Tools

CRS

EPR

Job description

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.,

• 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., 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 elevate 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 elevate 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.

The 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.

• GCSE A Level or equivalent standard of Education
• ECDL or equivalent experience e.g. experience of a range of IT packages such as word, excel, outlook and power point
• AMSPAR or equivalent e.g. a good level of medical terminology, Awareness of patient pathways.
• Understanding of patient priorities and performance targets
• Knowledge of healthcare administrative systems and processes
• Previous medical secretarial/pathway administration experience, Proactive with the ability to use your own initiative
• Able to present a positive image of her/himself and the service
• Ability to self-reflect, carry out tasks of own job and identify what s/he needs to learn to able to do current job better
• Ability to take an active role in agreed learning activities and keeping a record of them
• Knowledge of national targets with respect to the patient pathway.
• A sound knowledge and demonstrable competence re 18-week referral to treatment rules
• Ability to provide constructive opinions and views on ideas for service improvement
• Ability to use and maintain resources efficiently and effectively and encourage others to do so.
• Acts responsibly as a team member and seeks help if necessary
• A proven record of being able to work within set timeframes working to priorities and deadlines.
• Able to monitor quality of your own work and Others
• Ability to produce and present written reports and correspondence of a high calibre
• Competence with a range of IT packages, e.g. CRS and EPR
• Methodical and logical approach to work prioritisation and planning
• Flexible approach to the planning and coordination of patient pathways to ensure maximum use of clinical time.
• The ability to plan and co ordinate activities and changes to systems or standard, To have a sound understanding of NHS wide initiatives and experience of responding positively to ensure local implementation., Patient focused
• Has a flexible approach and attitude
• Adapts to changing circumstances
• Ability to treat everyone with whom s/he meets dignity and respect
• Experience of Human Rights, Equality & Diversity policies and procedures, Highly developed communication skills, with experience of dealing with patients's anxiety in a reassuring manner
• An ability to communicate professionally at all levels, Highly developed communication skills, with experience of dealing with patients's anxiety in a reassuring manner
• An ability to communicate professionally at all levels

Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

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.