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Job Details

Job Title:

Patient Pathway Co-ordinator

Division

Surgical

Department:

Operations

Responsible and accountable to:

Service Manager

Salary:

20 k upwards depending on experience

Location:

ManchesterJob PurposeThe post-holder will provide an efficient, confidential, and professional administrative and secretarial service to the surgical teams. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners, and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of an administrative support team and will report to the Service Manager.

• Telephoning patients and booking of clinic appointments


• Clinic preparation


• Theatre listing


• Results tracking for patient clinics.


• Filing and scanning of patient notes


• Typing patient correspondence

DimensionsNo budgetary responsibility.Knowledge, Skills, Experience and Aptitude Required

• Desirable 1 years’ experience in a hospital or an office environment


• IT experience of Microsoft Office packages and able to input data accurately


• IT capable to ensure proficient use of hospital computer systems


• An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls


• Good organisational skills with the ability to prioritise workload and to work to deadlines


• Good written and verbal communication skills with a good command and understanding of English, punctuation, and grammar


• Good interpersonal skills for dealing with people internal and external to the organisation


• Ability to work flexibly within a team


• Ability to work quickly and accurately


• Ability to use own judgement and initiative as appropriate

Key Result AreasWhilst the organisation and structure within specialities may vary the specific remit of this role will include:

Outcomes and Results

• Highlighting to the team members any patient correspondence or patient queries that need a response

Specialty Specific Support

• Regularly informing the Service Manager about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc


• Liaising with external organisations for the benefit and progress of patient care, such as host facility, other hospitals, etc

Service Improvement

• Using speciality databases for recording patient tracking, information/clinic activity for operational purposes, as well as sending out any associated paperwork. Supporting service improvements by developing new ways of working alongside the team.

Team-working

• To work as part of an administrative support team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient, and safe standards


• You may also be required to undertake job rotation for cross cover as well as for development and training purposes.


• Undertaking routine office duties including electronic note tracking, photocopying, faxing, and filing of correspondence and results and maintenance of records in collaboration with the team.


• Assist in the training and induction for new and existing colleagues


• Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate


• Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.

Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.Communications and Working Relationships

• Medical staff including Consultants


• Nursing Staff


• Patients, carers, and relatives


• Other Medical Secretaries/Ward Clerks


• Outpatient Staff and Theatre staff


• Health Records


• Pathology


• Radiology


• GP’s and GP practices


• Management, including Lead Co-Ordinator and General Management team


• Other NHS organisations


• External bodies

General

• Fully participate in the company’s appraisal system review and personal development planning process on an annual basis


• Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process


• Achieve and demonstrate agreed standards of personal and professional development within agreed timescales


• Contribute positively to the effectiveness and efficiency of the teams in which he/she works


• Contribute to a healthy and safe working environment by adhering to health and safety regulations and company and host facility policies

Physical Effort and Working Conditions

• Movement of medical notes daily. This can range from one set of notes to bags weighing up to 15kg


• Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours.


• Use of Visual Display Unit (VDU) daily will be sitting at the desk all day.


• Dealing with sensitive and confidential information


• The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when audiotyping. Priorities can change during the day.

General Conditions ConfidentialityIn the course of your employment, you may have access to, see or hear confidential information concerning the medical or personal affairs of patients and or staff. Unless acting on the instruction of an authorised officer, on no account must such information be divulged or discussed except in the performance of normal duties. Breaches of confidence, including improper passing of registered computer data, will result in disciplinary action, which may lead to dismissal. You should be aware that regardless of any action taken by your employing authority, a breach of confidence could result in a civil action for damages.

In addition, records, including VDU screens and computer printouts of registered data must never be left in such a manner that unauthorised persons can obtain access to them. Written records must either be destroyed or retained in safe custody when no longer required, VDU screens should always be cleared when unattended.

Terms and Conditions of ServiceThe principal terms and conditions of your appointment are contained within your employment contract.

Health and Safetyit is the duty of every employee to work in such a way that accidents to themselves and to others are avoided, and to co-operate in maintaining their place of work in a tidy and safe condition, thereby minimising risk. Employees will, therefore, refer any matters of concern through their respective line managers.

Data QualityAs part of your employment you may be required to record Patient Information (computerised or on paper). You have a responsibility to ensure that information is entered accurately, completely, and consistently. It is particularly important that patients’ demographic details are kept up to date. Problems should be reported to your manager.

No Smoking PolicyWe operate a no smoking policy. Smoking is not permitted anywhere within the buildings and grounds of all sites. These restrictions include all areas up to the boundaries of all sites.

NBThis job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities but is a good guide for information to the job. It will be periodically reviewed in the light of developing work requirements in the department.Job Description AgreementJob holder’s signature:

Date: DD / MM / YYYY

Line Manager signature:

Date: DD / MM / YYYYPerson SpecificationJOB DETAILSJob Title: Patient Administrator

Pay Band: Decided by Company Directors

Location: The Pines Hospital Sharston or any other company location within reason

Recruitment Criteria

Essential

Desirable

Method of Assessment

QUALIFICATIONS / EDUCATION

Clerical

• Good level of literacy and numeracy


• Able to type/ good keyboard skills

NVQ in Administration level 3 Computer literate in Microsoft Office packages

EXPERIENCE, SKILLS & KNOWLEDGE

Clerical

• Desirable Minimum 1 years’ experience in a hospital or office environment


• Desirable some understanding and previous experience in medical terminology

Accurate audio typing

Communication / relationship

• Good command and understanding of English, punctuation, and grammar


• Flexible team worker


• Motivated and innovative


• Good communication and social skills

Analytical / judgement

• ability to use own judgement and initiative

Planning / organisational

• Good organisational skills


• Ability to prioritise workload and work to deadlines

IT

• Computer literate in MS Word, Excel, PowerPoint, Outlook/Diary management


• Database use

Hospital systems proficient

ADDITIONAL QUALITIES

Physical

• Ability to move sets of patient notes per day which are often heavy (10-15kg+) per day


• Uses keyboard all day

Mental

• Ability to concentrate where work pattern is unpredictable and there are frequent interruptions


• Ability to multitask

Emotional

• Dealing with telephone calls / typing letters with a potentially distressing or emotional content

Working Conditions

• Uses VDU for majority of day

Job Types: Part-time, Full-time

Salary: £20,231.00-£25,543.36 per year

Expected hours: 25 – 40 per week

Benefits:

• Company pension


• Flexitime


• On-site parking

Schedule:

• Flexitime


• Monday to Friday

Ability to commute/relocate:

• Wythenshawe, M23 9GP: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Reference ID: MSS DC1