Patient Tracker

NHS Trust; Coventry; On-site; GBP 28,000 - 31,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust in Coventry is seeking a Band 4 administrative professional to provide a specialised, confidential patient-centred administration service and pathway tracking within Emergency & Acute Medicine.

You will support validation of A&E quality indicators, manage data recording, and work with minimal supervision to ensure efficient patient flow and accurate record keeping.

Qualifications

• GCSE or equivalent in English and Mathematics.
• NVQ3 in Administration or equivalent.

Responsibilities

• Provide patient-centred administration and pathway tracking. Ensure data recording and availability of information for the Emergency Department pathway.
• Support validation of the patient Accident and Emergency clinical quality indicator transit time and breaches.
• Communicate clearly and record reasons for breaches accurately.

Skills

Excellent organisational skills

Ability to work under pressure

Attention to detail

Good communication skills

Education

GCSE English and Maths

NVQ Level 3 in Administration

Tools

Microsoft Office

Job description

Main area Emergency & Acute Medicine Grade NHS AfC: Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Flexibility to work Nights and Weekends) Job ref 218-AC-B4-8401982

Site University Hospitals Coventry & Warwickshire Town Coventry Salary £28,392 - £31,157 per annum Salary period Yearly Closing 10/11/2026 23:59 Interview date 19/11/2026

Job overview

To provide a specialised, comprehensive and confidential patient-centred administration and pathway tracking service in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the speciality.

Please be advised that sponsorship is not eligible for this post.

Main duties of the job

• To act as the point of contact to be responsible for the management of and assist with the validation of the patient Accident and emergency clinical quality indicator transit time ensuring the provision of a systematic, efficient and confidential service.
• To be sufficiently skilled to understand the A&E Clinical Quality Indicators including the criteria for 4 hour target and breaches and ensure that reasons for breaches are clearly and accurately communicated and recorded.
• To accurately record data and seek information when not directly provided.
• To work of own initiative and on own ability with minimal supervision to carry out duties of the post.

Working for our organisation

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Detailed job description and main responsibilities

• To act as the point of contact to be responsible for the management of and assist with the validation of the patient Accident and Emergency clinical quality indicator transit time ensuring the provision of a systematic, efficient and confidential service.
• To be sufficiently skilled to understand the A&E Clinical Quality Indicators including the criteria for 4 hour target and breaches and ensure that reasons for breaches are clearly and accurately communicated and recorded.
• To accurately record data and seek information when not directly provided.
• To work of own initiative and on own ability with minimal supervision to carry out duties of the post.
• Take responsibility for prioritorisation of workload, responding to changing priorities and conflicting demands in an effective manner and develop systems to improve effectiveness of the post.
• Take responsibility for ensuring the nurse in charge and site manager is aware of the changing pressure within the ED and of capacity requirements.
• Ensure patient pathway markers and actions are recorded on the Trust Emergency Patient Pathway Management System
• Work collaboratively with all disciplines from all areas across the Trust to ensure that patient emergency pathway milestones and Key Performance Indicators are met
• To be responsible for extracting patient information/data from medical records and entering detail onto the Extramed system.
• Ensure investigations and subsequent departures from the department are arranged effectively to meet pathway targets.
• Follow protocols for escalation to Nurse in charge, Clinician in charge and site manager
• Negotiate appointments for patients with other department/trust members to ensure target are met.
• Interpret and convey information accurately and concisely
• Review and track patient information and length of time in Emergency Department on theEmergency patient pathway system ‘EPR Cerner' First Net
• Take responsibility for highlighting to the appropriate personnel and addressing when possible any process inefficiencies that delay the patient journey.

For further details please see the attached job description.

Qualifications

• • Good general educational standards including GCSE or equivalent in English and Mathematics
• • NVQ3 in Administration or equivalent.

Experience

• • Experience of direct contact with staff • Decision making and resolving complex work-related issues. • Experience of administrative processes and IT applications, including EPR First Net • Experience of tracking patients in the Emergency Department
• • Experience in a customer-facing role. • Experience of data input and administration • Experience working in a clinical hospital environment

Knowledge

• • Working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel, Powerpoint.
• • Awareness of current issues within the NHS. • Understanding of emergency patient pathway (A&E Clinical Quality Indicators) 4 & 12 Hour Targets

Skills

• • Excellent organisational skills. • Sound decision making skills. • Excellent level of verbal and written communication. • Able to demonstrate good persuasion and influencing skills. • Able to use judgement and initiative to provide information and support. • Able to apply tact and sensitivity to establish trust and confidence. • Empathetic approach to managing and resolving enquiries. • Able to manage difficult and distressing situations effectively. • Able to analyse problems and initiate appropriate solutions effectively. • Able to work under pressure and to tight deadlines • Able to work using own initiative. • Able to work as part of a team. • Able to collaborate with others.• Excellent attention to detail and accuracy. • Able to recognise and resolve complex issues, referring where appropriate. • Positive and flexible approach to work. • Understands limits of own responsibilities.• Able to autonomously prioritize and plan workload to meet deadlines, often in a pressurised environment

Commitment to Trust Values and Behaviours

• • Evidence of demonstrating the Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect) and the associated Values in Action behaviours in the workplace. For posts with managerial responsibility only • Evidence of promoting equality, diversity and inclusion, and ensuring fair and equitable practices throughout your work experience. Evidence of promoting a culture which helps individuals live behaviours aligned to our Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect)

To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust’s Values and Behaviours which can be accessed on the right side of this page under the job description.
The Supporting Information Section in your application should therefore reflect your understanding of the Trust’s Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.

UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.

If you are successful at interview you will receive a conditional offer of employment and we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.

We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.

Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.