Urology Patient Pathway Assistant

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Job Overview
A fantastic opportunity has recently arisen within the Bristol Urological Institute as we are advertising for a Patient Pathway Assistant working 30 hours a week to join our busy Urology department. This is an exciting opportunity to start your career working within the Bristol Urological Institute.

The Urology department are focused on helping manage the administrative processes for patients who suffer with Urological issues in the Bristol and South West area and also RTT patients needing general urology care. The role will be to support all administration aspects of the patient pathway in line with 18 weeks referral to treatment guidelines and cancer pathways, therefore RTT and cancer knowledge would be extremely beneficial.

This role also involves working closely with the Consultant Team and Patient Pathway Coordinator, deputising for them as required.

The ideal candidate will need to be able to work in a calm, logical, organised and methodical way whilst being able to multi-task in a busy environment with complex patient pathways.

Main duties of the job

The Urology Patient Pathway Assistant is responsible for supporting the Patient Pathway Coordinator to manage the inpatient and day case waiting lists for Consultant Urologists operating at Southmead Hospital, coordinating admission and associated pre-operative clinics and theatre lists.

To play a central role within these services and to work in close liaison with colleagues, staff in other departments, GPs, patients and the general public. To work well as part of a team whilst being able to use their own initiative to provide administrative support to the Patient Pathway Coordinator within the Urology team, to ensure effective high quality service is provided.

Working for our organisation

The Urology service is a fast paced service therefore attention to detail is a must along with a strong work ethic.

North Bristol NHS Trust is one of the largest trusts in the South West, with state of the art facilities provided at Southmead Hospital and the smaller Cossham hospital site.

North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialties. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

Detailed Job Description And Main Responsibilities

• To support the Patient Pathway Coordinator in working alongside a clinical team ensuring that patients are admitted efficiently for investigative treatments, diagnostic procedures and inpatient and day-case operations within national guidelines and in accordance with the trust's Patients Access Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules.
• To add, remove and modify patients to and from the waiting list as requested by the Patient Pathway Coordinator or in accordance with the Trust's Patient Access Policy.
• To book theatre lists, as dictated by the Patient Pathway Coordinator.
• As appropriate, schedule new or follow-up outpatient appointments, book pre-admission appointments, organise investigative treatments, diagnostic appointments and TCI/operation dates ensuring that patients are informed, with reasonable notice, and that all relevant paper work is completed for given appointment. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s).
• Provide administrative support to consultant/clinical teams.
• To be responsible for the accurate completion of clinic letters once dictation has been received.
• To ensure all letters are copied to correct templates with correct patient details when received back from external typing company and send to the correct patient.
• To ensure all notes are traced in and out.
• Photo coping, filing, faxing and other administrative duties to ensure the efficient running of the office.
• To provide advice to patients in matters relating to admission (pre and post-operative guidance etc) and with regard to their position on the waiting list.
• To deal with enquiries from all service users in a helpful, courteous and diplomatic manner.
• To receive and process incoming mail (including electronic) as necessary, sorting and prioritising items, ensuring all clinical reports and referrals are brought to the attention of the Patient Pathway Coordinator.
• To ensure that patient confidentiality is maintained at all times.
• To liaise with partner organisations to assist facilitate the treatment of patients. This includes liaison with primary, secondary and tertiary care providers.
• To liaise with Cancer Services MDT Coordinator(s) to ensure that all patients with suspected/confirmed malignancy are treated in accordance with the updated cancer strategy.
• To ensure information regarding patients special needs and/or comorbidities are documented and communicated to relative wards/departments.
• If required, cancel patient appointments &/or TCI dates as requested and ensure that they are rescheduled in accordance with Trust policy as directed by the Patient Pathway Coordinator.
• Regular communication with consultant teams, clinical staff and directorate management to enable efficient processes.
• Be aware of the needs and concerns of patients and to provide a friendly, efficient service to the patients. Use effective listing/communication skills when dealing with potentially distressed or bereaved patients and/or relatives. Use empathetic approach to patients and/or relatives seeking assistance from clinical staff/senior managers as appropriate.
• Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate. This will include enquiries from patients, their GP's and community Hospitals.
• Provide cover for colleagues across the speciality/clinical directorate during periods of planned annual leave and sickness.
• To undertake additional administrative tasks and responsibilities within the speciality/clinical division as required.
• Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy, taking appropriate account of patients' rights and diversity and ensuring fair access to services.

The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job.

Person specification

Education/Training/Qualifications
Essential criteria

• Good general education including GSCE in Maths or English (or equivalent)
• Advanced keyboard and computer skills (Microsoft office)

Desirable criteria

• Patient Administration System (PAS) training

Knowledge/Skills/Abilities
Essential criteria

• Excellent written/verbal communication skills

Work Experience

Essential criteria

• Experience of working as part of a team in a multi-disciplinary environment.
• Ability to demonstrate customer care skills

Desirable criteria

• Knowledge of patient pathway
• Experience in NHS or similar organisation

Knowledge/Skills/Abilities
Essential criteria

• The ability to work to tight deadlines
• Able to develop good working relationships amongst team, colleagues and clinical staf
• Willingness and ability to learn new IT skills and technology

Personal Qualities/Special Circumstances

Essential criteria

• Able to work flexible to meet the needs of the service
• Ability to act under direction from senior members of the team

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

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North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT's workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.