Patient Pathway Administrator
4 days ago
Our Pelvic Pain Service is one of a few centres across the country delivering clinical excellence in this highly specialised field. We do this through a truly multidisciplinary team comprising:
- Physiotherapists
- Clinical Psychologists
- Gynaecologists/ Specialist Doctors
- Nurses
- Counsellors
- Administrators
- Service managers
Our aim is to provide a responsive, high quality and person-centred service to maximise the quality and experience of life for women with pelvic pain.
The role of Band 4 Patient Pathway Administrator is critical to the success of our service from referral through to safe and effective discharge from our care. It supports our aim (stated above) by organising, coordinating and managing patient demand to ensure it matches the capacity of the service. This requires great people and customer care skills, a high level of administrative flexibility, and the ability to maintain a calm and professional approach under pressure.
The post holder has responsibility for managing the provision of a professional, comprehensive, efficient and effective administrative service, within Pelvic Pain Physiotherapy team including, but not limited to:
- Maintaining oversight of the teams’ administrative tasks, delegating as required
- Providing sensitive and confidential communication with patients in a timely manner
- Managing patients referrals and lists
- Supporting, managing and training of Band 3 administrative staff
- Providing support for Band 8a physiotherapist
- Liaising with external teams, such as letter production and IT, to ensure efficient and effective running of the service
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviors define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
**Responsibilities**:
Pathway administration
1. Supporting the 8a Physiotherapist in Pelvic Pain Physiotherapy to manage the Band 3 administrative roles
1. Maintain oversight on all administrative tasks within the Pelvic Pain Physiotherapy team.
1. Delegate appropriate workload in line with Pelvic Pain Physiotherapy service priorities.
1. Provide appropriate training and supervision to the Band 3 administrative roles.
1. Provide administrative support to clinical staff, junior administrative staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
1. Use of the 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 sending out within 7 working days.
1. Ensure all incoming communication is opened and prioritised, including electronic correspondence, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the clinical staff.
1. Ensure the administrative team are fully supporting patients under the Clinicians’ care by booking relevant appointments in line with the 18-week referral to treatment (RTT) pathway.
1. Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, escalating and 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 tracking procedure for the movement of all patient records.
1. Update patient details on EPR and other Trust and departmental record systems
1. Actively manage the Patients Missing Follow Up List and Patient Initiated Follow-Up List ensuring that those requiring discharge are processed accordingly, and the list is updated.
1. Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these.
1. Ensure the administrative team and acting upon queries from referrers, patients and other releva
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