Patient Pathway Administrator

5 months ago

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

We are seeking to appoint One Full time (37.5 hours a week) Patient Pathway Administrator to join our administration team within the Cardiothoracic Directorate.

Knowledge of the Trust's Electronic Patient Record System (EPR) and knowledge of elective access standards would be an advantage but not essential as training will be given.

This position requires the demonstration of strong organisational skills and the ability to work on your own initiative as well as being a team member. If you are self-motivated, enthusiastic and keen to join our team then we would encourage you to apply.

To attend to patients, colleagues and referrers to the service, both in person and on the telephone, promptly and courteously at all times and be a worthy front-line representative of the high quality service.

To provide an efficient and effective administration function within Cardiothoracic service. Be first point of contact for the consultants, genetic counsellors and wider medical teams. Coordinate the workflows through the admin team to ensure consistency across the service.

To work within an administrative team dedicated to quality and effective patient care and maintaining Trust policy on patient confidentiality.

To work according to the administrative processes in place to support the delivery of Trust and national targets, especially with regards to the 18-week pathway.

The Trust comprises 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 behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering 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.

Administration
1. Provide primary administrative support to Consultants, Genetic Counsellors, clinical staff and all patients under their care, including diary administration, correspondence support, dealing with annual leave forms which includes cancelling clinics and rescheduling new and follow up appointments using eRS, EPR, Phenotips and other administrative duties as required
2. Type or use Trust digital transcription systems (Dragon) 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 7 working days from the point of clinical delivery / decision
3. 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
4. Monitor urgent investigation requests to ensure they are processed appropriately.
5. 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
6. 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
7. Follow the Trust tracking procedure for the movement of all patient notes
8. 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
9. Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these
10. 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
2. 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
4. Maintain patient confidentiality at all times
5. 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
6. Use the Trust IT systems (including EPR, SHIRE, Transcription systems, PACS, Proton etc.)

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