Patient Pathway Coordinator

Job Title: Patient Pathway Coordinator

Trust Location: Oxford University Hospitals NHS Foundation Trust

Location: Womens Centre, John Radcliffe Hospital, Headley Way, Headington, Oxford, OX3 9DU

Hours: Mon-Fri 08:00-16:00 - 37.5 per week

Reference: 89618/89619

What you’ll be responsible for:

Administration

• Work alongside the Patient Pathway Coordinators to support the administrative function within the Service.

• Provide primary administrative support to the specialist nurse, and junior doctor teams, including booking follow up appointments, correspondence support and other administrative duties as required.

• Provide a supporting role to the Patient Pathway Coordinator to help ensure the efficient administration of the service. To deputise for the Patient Pathway Coordinator in their absence due to annual leave or sickness absence.

• Ensure appropriate follow up appointments are booked.

• Use of the digital transcription system to produce clinical correspondence to inform

referrers, patients, and other relevant parties of patient pathway progress.  In doing so,

produce correspondence that is of high quality and conforms to the national target of 7 days from the point of clinical delivery / decision. Learning, Respect, Delivery, Excellence, Compassion, Improvement

• Open and prioritise incoming post, ensuring supporting information is available when

appropriate and taking responsibility for taking action on urgent items in the absence of the clinician / Patient Pathway Coordinator.

• Respond to telephone queries coming into the department, taking clear messages to pass to relevant staff to ensure requests are actioned promptly.

• Using Scan IT ensure that electronic health records filing is maintained at an extremely high standard, with timely scanning of paper records on to EPR as required.

• Ensure accurate filing of paper notes and records is maintained as required.

• Follow the tracking procedure for the movement of all patient notes (Case Note Tracking).

• On an as and when required basis, update patient details on EPR to include ensuring patients that require discharge are processed accordingly and Patients Missing Follow Up List is updated.

• Act as the first point of contact for patients coming into the department.  

• Provide a full reception service, including checking patients in and out of appointments,

printing wrist band and checking PPID.  Answering patient and staff queries and direct within the department as may be required.

• Admit and discharge patients to the ward, as required.

• Act upon queries from referrers, patients, and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology.

• As required by the Ward, ensure that notes and paperwork are available for elective and emergency admissions.  Liaise with the ward nursing staff to support as may be required on a day to day basis.

• Book interpreters for patients prior to appointments and admissions as and when

required.

• Book transport for patients who require it, in line with local processes and CCG

guidelines.

Outpatient Pathway

• Administer all new referrals received via the E referral service, ensuring all are electronically

triaged by the appropriate clinical staff member and action as required.

• Process and log all non-Choose and Book referrals on EPR, including registering new patients

in addition to updating existing patient details.

• Book new and follow-up outpatient and diagnostic appointments, ensuring that capacity is

proactively and efficiently used.  This includes booking patients into the correct clinic to

ensure that they are seen by the most appropriate clinician.

• Reschedule outpatient appointments as a result of patients calling the service, in line with

the 18-week RTI target and agreed local processes in respect to patient cancellations.

• Actively review patient DNAs, liaising with the appropriate clinical staff and

reschedule patient appointments in line with agreed local processes.

• Complete clinic cancellation forms and ensure appropriately authorised (minimum 6

weeks' notice required) before processing the clinic cancellation on EPR and

rescheduling of patient appointments.

• Adding additional clinic capacity on EPR as directed by management, to include the use

of adding appointment slots on EPR that can be booked via Choose and Book.

Pathway Tracking

Learning, Respect, Delivery, Excellence, Compassion, Improvement

To understand 18 weeks referral to treatment (RTT) rules and use them in conjunction

with the OUH Elective Access Policy to proactively manage all elective patient

pathways.

• Book outpatient appointments, inpatient and day case procedures in clinical priority and

breach date order, whilst monitoring the PTLs to ensure any late additions are identified

and processed appropriately. I n doing so, take the necessary steps to avoid target

breaches and resolve any issues i.e., 28-day theatre cancellations.

• To be responsible for maximising outpatient and theatre/ day case capacity (i.e., theatre

utilisation) and identify and escalate any issues to the Patient Access Team Leader which

compromise delivery of the 18-week RTT and cancer pathways.

• Recognise when patients are on cancer care pathways and proactively link with the MDT

Coordinator and MDT Tracker to ensure these patients are actively managed through

their diagnosis and treatment.

• Ensure Trust systems are updated with patient pathway status information and that

data quality is maintained.

• Liaise with internal and external colleagues to share patient pathway information

and diagnostic information and expedite patient journeys where needed.

• Ensure inter-provider transfers are timely and that the appropriate paperwork has

been completed and sent or received.

• Co-ordinate appointments and procedures at others hospi1tals and organisations, where

the pathway requires input from these.

Inpatient/Day Case Pathway

• Support the Patient Pathway Coordinators as directed, with the following tasks

o Add to the EPR inpatient/ day case waiting lists patients requiring admission.

o Process inpatient / day case admissions on EPR, where appropriate having

agreed a TCI with the patient, in line with local booking procedures.

o Book pre-operative assessment appointments or liaise with the centralised

Pre- Operative Assessment Service for patients requiring an inpatient/ day case

procedure.

o In line with service protocols communicate basic clinical information to patients

relating to their procedures and treatments, ensuring appropriate distribution of

patient information bo oklets.

o Actively review patient DNAs, liaising with the appropriate clinical staff and

reschedule patient procedures in line with agreed local processes.

o On an as and when required basis, liaise with theatres to ensure that specialist

equipment is available where needed and theatre slots are utilised

appropriately. Ensure ward, surgery areas and clinical teams are aware of

patients who have been booked in for surgery and any specialist requirements

for the admission.

o On an as and when required basis, inform, and liaise with the Clinical Site

Management Team and Clinical Team that ITU/HDU beds have been booked for

elective patients where needed.

General

• Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.

You’ll learn the following whilst working at the trust:

1. An in depth understanding of the roles and responsibilities involved in working within the NHS  
2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times  
3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation 

You’ll have the following skills/experience:

• Powerchart, Revenue Cycle and HIM chart coding is essential
• Understanding patient pathways and NHS processes
• Good Organisation skills
• Excellent telephone Manner
• Strong communication skills
• Confidence to speak with patients
• Teamwork
• Computer skills are essential

As a member of NHS Professionals, you have fantastic benefits:

• Competitive pay rates- work this week, get paid next week
• Essential support when you need it- 24/7 365 days- call us anytime
• Multi locational- work across neighbouring Trusts
• Manage your shifts and timesheets on the go- access your “My Bank” shift portal anywhere, anytime online or through your smartphone
• Varied working options to suit your lifestyle- access to the Bank gives you options of ad hoc shifts or longer-term placements
• Training and development opportunities- Keep up with the essentials and more
• Build holiday allowance for every shift you work- your work life balance is important to us
• Stakeholder pension scheme available- a flexible future for you and yours

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities’ organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.

Apply Today

By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

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