Healthcare Pathway Administrator

1 month ago

Leicester, Leicester, United Kingdom University Hospitals of Leicester NHS Trust Full time

Job Overview

A rewarding opportunity has arisen for a part-time Clinical Pathway Coordinator within the Transplant Surgery department at the University Hospitals of Leicester NHS Trust. This role is situated in a dynamic and diverse healthcare environment dedicated to delivering exceptional service to both patients and clinical personnel. As a member of the Pathway Coordination team, you will play a crucial role in facilitating a smooth clinical booking process and providing administrative support to the broader team. We are open to candidates who may not have prior NHS experience but possess relevant administrative or customer service skills. A flexible mindset and a strong commitment to teamwork are essential. The ideal candidate will embody our Trust Values, demonstrate a willingness to learn, and embrace new challenges. We seek a dedicated and enthusiastic team player with outstanding organizational and communication abilities. A positive demeanor is vital within our collaborative and vibrant team.

Key Responsibilities

- Deliver administrative support for medical teams across the service, ensuring adherence to the Trust's quality standards.

- Provide assistance and guidance to patients, caregivers, relatives, and other stakeholders contacting the service.

- Ensure the patient pathway aligns with local and national guidelines concerning Referral to Treatment (RTT 18 weeks) requirements.

- Proactively manage clinic slot availability to maximize service efficiency, ensuring that annual leave impacts on clinic utilization are addressed promptly.

About Us

Our newly developed strategy, shaped by input from colleagues, patients, and partners, will guide our efforts over the next seven years.

We have established four primary objectives:

  • Delivering high-quality care for all,
  • Fostering a supportive workplace,
  • Building impactful partnerships, and
  • Excelling in research and education.

We are committed to embedding health equality in all our endeavors, actively working to mitigate avoidable healthcare disparities in collaboration with communities.

Our strategy is grounded in new values that we strive to make a daily reality:

  • Compassionate,
  • Proud,
  • Inclusive, and
  • United as one team.

This is an exciting time as we focus on our strengths and identify areas for improvement to enhance the impact we have on the communities we serve.

Role Responsibilities

  • Manage the receipt of referrals and coordinate new and follow-up appointments.
  • Prepare patient lists from the relevant information systems ahead of clinics, ensuring all necessary documentation is requested in advance.
  • Optimize the utilization of available clinic slots.
  • Ensure compliance with local and national standards regarding referrals, aligning with RTT targets and the UHL Elective Care Access Policy.
  • Process overseas visitors, including verifying and checking identification documents.
  • Update and maintain relevant patient administration systems.
  • Validate appointment details in accordance with scheduling rules.
  • Collaborate with clinicians to confirm clinic availability and make informed scheduling decisions.
  • Monitor and report on clinic cancellations, including notice periods and clinic time utilization.
  • Ensure timely retrieval and preparation of case notes for clinics and theatres, taking necessary actions if information is missing.

(For further details on the role, please refer to the job description/person specification.)

Commitment to Trust Values and Behaviors

Essential

  • Demonstrated behaviors consistent with the Trust's Values and Behaviors.

Training & Qualifications

Essential

  • Relevant experience in RTT/Clinic Management/Waiting List.
  • Educated to A level standard.
  • NVQ III or equivalent training and experience in an administrative role.

Desirable

  • Proficiency in Excel, PowerPoint, and ORMIS Booking systems.
  • Experience with patient information systems.
  • Familiarity with NHS systems and procedures.
  • Knowledge of PTLS and Data Quality.

Experience

Essential

  • Experience in diary management.
  • Background in secretarial or administrative roles.
  • Experience in customer/patient interactions.

Desirable

  • Experience in medical administration.
  • Understanding of medical terminology.
  • Experience in a large, complex organization.

Communication and Relationship Skills

Essential

  • Strong communication skills.
  • Ability to exercise tact and diplomacy.
  • Competence in managing sensitive patient conversations.
  • Team player mentality.
  • Commitment to maintaining confidentiality.

Desirable

  • Experience in handling complaints.

Analytical and Judgment Skills

Essential

  • Ability to work independently.
  • Initiative in problem-solving.
  • Capability to assess information and address any deficiencies.

Planning and Organization Skills

Essential

  • Competence in managing competing timelines for appointment bookings.
  • Ability to anticipate clinic timelines to ensure they are consistently met.
  • Strong planning and organizational skills with the ability to prioritize tasks effectively.

Equality, Diversity, and Inclusion

Essential

  • Commitment to treating all individuals with dignity and respect according to their unique needs.
  • All staff are expected to engage in compassionate and inclusive leadership while providing high-quality care and interactions with others.

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