Patient Tracker

University Hospitals Coventry and Warwickshire NHS Trust; Coventry; On-site; GBP 22,000 - 26,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking a Patient Tracker to administer and monitor the patient pathway, ensuring confidential handling of A&E quality indicators and transit times. You will record data accurately and act with initiative under minimal supervision.

The role requires understanding of 4-hour targets, data extraction from medical records, and coordination with multiple departments to meet pathway milestones.

Qualifications

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

Responsibilities

• Manage and validate the patient Accident & Emergency quality indicator transit time.
• Understand A&E Clinical Quality Indicators and 4-hour target breaches.
• Accurately record data and seek missing information.
• Work independently with minimal supervision.
• Prioritise workload and develop systems to improve post efficiency.
• Coordinate with nurse in charge and site manager on capacity and pressure.
• Record patient pathway milestones on the Trust pathway systems.
• Collaborate across disciplines to meet KPI targets.
• Extract patient information from medical records and input to Extramed system.
• Arrange investigations and departures to meet pathway targets.
• Escalate as per protocols and negotiate appointments to meet targets.
• Highlight process inefficiencies affecting patient journey.

Skills

Organisational skills

Verbal and written communication

Attention to detail

Teamwork

Problem solving

Ability to work under pressure

Initiative

Empathy in inquiries

Education

GCSE English and Maths

NVQ3 in Administration

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

EPR First Net

Cerner First Net (Emergency Pathway System)

Job description

University Hospitals Coventry and Warwickshire NHS Trust

Patient Tracker

The closing date is 10 November 2026

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.

About us

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.

Job 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 the Emergency 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

• oGood general educational standards including GCSE or equivalent in English and Mathematics
• oNVQ3 in Administration or equivalent.

Experience

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

Knowledge

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

Skills

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

Commitment to Trust Values and Behaviours

• o 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 o 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)

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.

Employer name

University Hospitals Coventry and Warwickshire NHS Trust

Address

University Hospitals Coventry & Warwickshire

University Hospitals Coventry & Warwickshire