Patient Pathway Administrator

4 weeks ago

Headington, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

We are looking to recruit an experienced, organised and motivated Patient Pathway Administrator/Medical Secretary to provide an efficient administrative service to ENT within the Specialist Surgery department based at the John Radcliffe Hospital.

The post holder will work directly with the clinical team and we are keen to appoint someone who is enthusiastic and motivated and who can manage the fluctuating demands of the role. You will have excellent word processing skills and well-developed communication, organisational and time management skills. An ability to prioritise effectively in a busy environment is essential. You will need to be flexible and have the necessary secretarial/administrative experience required for such a post. Previous medical secretary experience would be an advantage. You will have a good general level of education including GCSE English grade C or equivalent as well as excellent word processing skills.

You will be passionate about our business, creating a culture of continuous improvement, where patient welfare is at the heart of all you do.

**Job Title**: Patient Pathway Administrator / Secretary

**Grade**: Band 4

**Accountable To**: Service Manager

MAIN PURPOSE OF POST

Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.

The post holder has responsibility for the provision of a professional, comprehensive and efficient administrative service, which is effectively delivered to all patients and members of the Department. This will be through the delivery of a comprehensive administrative service to a specialty team. This will involve providing a full administration service to the consultant team and taking responsibility for managing the whole patient pathway in line with the Elective Access policy.

**RESPONSIBILITIES**:
Administration

1. Provide primary administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.

1. Type or use Trust digital transcription systems 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 being received within 10 working days from the point of clinical delivery / decision.

1. Open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the Consultant or other clinical staff.

1. Support patients under the clinicians’ care by booking where appropriate relevant diagnostic investigations and expediting where appropriate in line with the 6 week diagnostic pathway and 18 week RTT pathway.

1. Monitor urgent investigation requests to ensure they are processed appropriately.

1. Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, intervening where necessary to expedite appointments and procedures to avoid breaches.

1. Maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.

1. Follow the Trust tracking procedure for the movement of all patient notes

1. Update patient details on Trust and departmental patient record systems to include ensuring patients that require discharge are processed accordingly and Patients Missing Follow Up List is updated.

1. Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these.

1. 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

General

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

1. Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff.

1. Maintain patient confidentiality at all times.

1. Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 08:00 to 17:00.

1. Use the Trust IT systems (including EPR, Transcription systems,

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