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Clinical Pathway Coordinator
2 months ago
Position Overview
We are looking for a Clinical Pathway Coordinator to enhance our administrative team within the Clinical Genetics Division. This role will provide essential administrative support to our Prenatal team. The field of Genomic Medicine is a dynamic and innovative medical specialty, and our administrative staff, particularly Pathway Coordinators, play a crucial role in the ongoing advancement of our services.
As we initiate a significant Digital Transformation project, we seek dedicated and motivated individuals who are eager to contribute to our evolving service.
Familiarity with the Trust's Electronic Patient Record System (EPR) and understanding of elective access standards would be beneficial, though not mandatory, as comprehensive training will be provided.
This role demands strong organizational capabilities and the ability to work independently while also being an effective team player. If you are proactive, enthusiastic, and interested in joining our team, we welcome your application.
Key Responsibilities
The primary responsibilities of this role include:
- Providing direct support to the Clinical Genetics Prenatal team, which requires a sensitive approach to patient care and an organized administrative workflow.
- Engaging with patients, colleagues, and referrers to the service, both in person and via telephone, ensuring prompt and courteous communication at all times.
- Delivering an efficient administrative function within the Clinical Genetics service, acting as the first point of contact for consultants, genetic counselors, and the broader medical teams. Coordinating workflows within the administrative team to ensure consistency across the service.
- Collaborating within an administrative team committed to quality patient care while adhering to Trust policies regarding patient confidentiality.
- Following established administrative processes to support the achievement of Trust and national targets, particularly concerning the 18-week pathway.
About Oxford University Hospitals NHS Foundation Trust
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the UK, offering a comprehensive range of general and specialized clinical services while serving as a hub for medical education, training, and research.
The Trust encompasses four hospitals, providing a diverse array of healthcare services. Our values, standards, and behaviors shape the quality of clinical care we deliver and the professional relationships we cultivate with our patients, colleagues, and the community. We are dedicated to Delivering Compassionate Excellence, focusing on our core values of compassion, respect, learning, delivery, improvement, and excellence.
Administrative Duties
- Deliver primary administrative support to consultants, genetic counselors, clinical staff, and all patients, including managing diaries, correspondence, clinic coordination, and handling annual leave forms, which may involve canceling clinics and rescheduling appointments.
- Format and produce clinical correspondence to inform referrers, patients, and other relevant parties about patient pathway progress, ensuring high-quality communication is sent within the national target timeframe.
- Prioritize incoming post and emails, ensuring that supporting information is available and taking responsibility for urgent items in the absence of clinical staff.
- Monitor urgent investigation requests to ensure timely processing.
- Work collaboratively with all service staff to ensure compliance with 18-week referral to treatment (RTT) targets, intervening as necessary to expedite appointments and procedures.
- Maintain an accurate filing system, ensuring that all patient-related documents are correctly filed and recorded in the electronic patient record.
- Follow Trust procedures for tracking the movement of patient notes.
- Update patient information on Trust and departmental systems, ensuring that discharges are processed appropriately.
- Coordinate the retrieval of patient notes from other hospitals and organizations as required.
- Address queries from referrers, patients, and other relevant parties in collaboration with clinical staff, providing reassurance and support to patients and their families.
General Responsibilities
- Exhibit high levels of customer service and act as an ambassador for patient care within the Trust.
- Provide robust administrative support that underpins the delivery of high-quality services and maintain effective working relationships with clinical, nursing, and administrative staff.
- Respond to all communications, including telephone, email, and face-to-face inquiries, in a timely manner.
- Uphold patient confidentiality at all times.
- Demonstrate flexibility in work approach, including covering other roles as needed and varying working hours to ensure adequate service coverage.
- Utilize Trust IT systems to manage patient registrations, create and maintain electronic files, and process outpatient appointments.
- Contribute to ongoing service development projects aimed at continuous improvement.
- Participate in departmental meetings and training to maintain up-to-date knowledge of service and Trust procedures.
- Act in alignment with Trust Values and consistently demonstrate behaviors that support our goal of delivering compassionate excellence.
- Perform any additional duties necessary to fulfill the objectives of the role.
- Support and mentor Assistant Patient Pathway Administrator colleagues within the administrative team.
Note: This job description serves as a guide to the duties required and may be reviewed in light of changing circumstances following consultation with the post holder. It does not form part of the employment contract.
Qualifications and Experience
Essential:
- Experience in NHS administration.
- Good educational background with a minimum of 5 GCSEs at grade C or above (including English Language and Maths).
- Proficiency in various computer software applications.
Desirable:
- Knowledge of medical terminology.
- Training in EPR (available).
Skills and Abilities
Essential:
- Demonstrated experience in an NHS administrative role.
- Experience working with the public.
- Ability to maintain work standards in complex environments.
- Methodical, reliable, and conscientious work ethic.
- Ability to provide solutions to complex situations.
Desirable:
- Previous experience in an NHS hospital setting.
- Evidence of effective teamwork.
- Knowledge of RTT 18-week pathways.
Interpersonal and Communication Skills
Essential:
- Excellent interpersonal and communication skills.
- Strong telephone etiquette.
- Ability to handle sensitive information with discretion.
- Capacity to perform effectively under pressure.
- Attention to detail.
- Experience managing interactions with distressed individuals empathetically.
- Adaptability to changing demands and expectations.
- Ability to take initiative and act decisively.
- Strong diplomatic skills.
Desirable:
- Experience interacting with a diverse range of individuals.
