Patient Pathway Administrator

We are seeking to appoint a Patient Pathway Administrator/Coordinator to join our Paediatric Cryopreservation team at Oxford Children's Hospital.

The post will be based at John Radcliffe Hospitals as part of Oxford University Hospital.

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.

**Working hours**: Monday to Friday 09:00 to 12:45

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 clinical administration service to the department, consultants and designated medical staff. Be first point of contact for the consultants and clinical 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.

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 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.

Designated point of contact for the consultants and clinic teams. To have an overview of all workflows in the admin team and to be responsible for consistency across the service. To make sure robust processes are in place to provide an excellent cohesive service to both patients and colleagues.

To work closely with each member of the admin team to understand their role and support them. Coordinate cover in times of leave and sick to ensure service continuity. To escalate potential issues to the Administration Manager.

To deal proactively and efficiently with telephone enquiries from patients, carers, GPs and other service users professionally, ensuring, where possible, that the caller’s needs are met or they are transferred to the most appropriate person.

To understand the patient pathway and be responsible for managing follow up appointments and any other administration to ensure that patients are tracked effectively through their 18-week pathway.

To oversee the booking of clinic appointments for new patients through the Choose and Book directly bookable system, and liaise effectively with the Deputy Administration Manager with regards
to capacity issues.

To manage all correspondence, and to ensure that urgent matters are dealt with properly. Taking appropriate action and ensuring that any paperwork is scanned promptly onto the patients’ electronic
notes and forwarded to the appropriate person electronically so they can respond accordingly. Deal with outgoing mail with due care and attention to patient confidentiality.

To oversee the transcription of clinic letters, general correspondence, reports, etc. using the digital dictation system and ensuring that all clinic letters are checked, any errors rectified, and are printed
and despatched within identified deadlines.

To ensure that all patient referrals received into the department are dealt with according to Trust processes, efficiently and effectively in a timely manner; that all details are registered and the referral letters are scanned promptly into the patients’ electronic notes.

To regularly check future clinics, ensuring cover is agreed with the medical team, and under or overbooking issues are proactively dealt with.

To obtain the necessary diagnostic tests/hospital notes needed for clinics, as required.

To understand the complaints procedure and use initiative to resolve complaints from patients and other individuals as far as possible. Be able to understand when to escalate