Patient Pathway Administrator

Job summary

Patientpathway administrator (cancer pathway) (Band 3) hours - 12 month fixedterm contract

JobOverview

Anexciting opportunity has arisen for an enthusiastic, proactive, motivated andpassionate individual to join the Head and Neck Clinical Service Unit workingas a patient pathway administrator. The individual will be based in our Ear,Nose and Throat (ENT) outpatients department at the Leeds GeneralInfirmary.

Thisis an excellent opportunity for someone wishing to further their careerdevelopment and to gain experience in a large and diverse department with bothInpatient and Outpatient care.

Thispost is fixed term for 12 months and full time hours ( per week.. Part timehours would also be considered.

Main duties of the job

Toprovide administrative and clerical support to the ENT Head & Neck CancerService.

The post holder will be responsible for the provisionof a full and effective administrative and clerical support service. They willalso be responsible for inputting data onto the database such as PPM, obtainingfurther information prior to patients being seen in clinic and/or beingdiscussed at MDT meetings, including the updating of relevant patientadministration systems. Information collected could include but not limited toconsent forms, family history, post-mortems and test results. The post holder willbe expected to produce reports as required which also could include drawing afamily tree with the help of specially designed database. The post holder willbe expected to arrange and plan their own work in line with the team on aday-to-day basis within the overall demands and priorities of the department.

About us

THELEEDS WAY VALUES

Ourvalues are part of what make us different from other trusts, so we see this asa strength, as well as a responsibility. They have been developed by our staffand set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

Allour actions and endeavours will be guided and evaluated through these values

Additionally,the following are core values which relate specifically to this post:

Commitment to principles of equalityand diversity.

Commitment to delivering qualityservices.

Importance of maintainingconfidentiality.

Honesty and integrity.

WESTYORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)

LeedsTeaching Hospitals NHS Trust is part of the West Yorkshire Association of AcuteTrusts (WYAAT), a collaborative of the NHS hospital trusts from across WestYorkshire and Harrogate working together to provide the best possib

Leeds Teaching Hospitals is committed to our processof redeploying 'at risk' members of our existing workforce to new roles. Assuch, all our job adverts are subject to this policy and we reserve the rightto close, delay or remove adverts while this process is completed. If you doexperience a delay in the shortlisting stage of the recruitment cycle, pleasebear with us while this process is completed, and contact the named contact ifyou have any questions.

Job description

Job responsibilities

1. JOB DETAILS

Job Title: Patient Pathway Administrator

Reports to: Patient Services Coordinator /

BusinessSupport Manager

Accountable to: ServiceManager

Band: 3

Unit/Department: ENT

Location : Leeds General Infirmary

AFC Job No: 3717

2. JOB PURPOSE/SUMMARY

Toprovide administrative and clerical support to the ENT Head & Neck CancerService.

Thepost holder will be responsible for the provision of a full and effectiveadministrative and clerical support service. They will also be responsible forinputting data onto the database such as PPM, obtaining further informationprior to patients being seen in clinic and/or being discussed at MDT meetings,including the updating of relevant patient administration systems. Informationcollected could include but not limited to consent forms, family history,post-mortems and test results. The post holder will be expected to producereports as required which also could include drawing a family tree with thehelp of specially designed database. The post holder will be expected toarrange and plan their own work in line with the team on a day-to-day basis withinthe overall demands and priorities of the department.

3. ORGANISATIONAL CHART

4. PRINCIPAL DUTIES & AREAS OFRESPONSIBILITY

DataCollection and Patient Pathway Tracking

To attend the Triage meetings andcomplete any actions as instructed by the Clinical team.

Collect all relevant informationrelating to patients in preparation for clinics or as requested by theclinicians. This includes information required for auditor reporting purposes.

Use the Patient Administration Systemand other related support systems to ensure all relevant information / data iscaptured in patient medical records and/or electronic systems. Enterinformation onto PPM+, the clinical information system (database).

Track and coordinate patients alongtheir referral pathway, ensuring the correct point along the pathway isidentified on service database and system. This includes highlighting to therelevant manager when there are concerns about information not available beforepatients are booked clinic appointments and patients not being treated withintheir waiting time target.

Send and track receipt of FamilyHistory Questionnaires to patients to help support clinical decisions andmanagement of incoming referrals for cancer and non-cancer pathways. Thisincludes the drawing of a Pedigree (family tree) where appropriate.

Track patient clinical results andplace patients onto the relevant waiting list when received.

Liaise with relevant teams includingClinicians, Patient Services Coordinator, Business Support Manager and theAdministration team and ensure the 100% data capture and accuracy ofinformation entered onto the database in line with local and Trust policy.

Undertake data and patient pathwayaudits and system development where guided to help improve service quality.

To contribute to the production ofinformation for distribution across the Trust and to other relevantorganisations.

Use departmental database forrecording appropriate information as requested and producing reports.

MDTmeetings

To provide administrative support forMDT meetings as required organising meetings including ensuring relevantclinical information and notes are available as required, checking accessarrangements, booking rooms and refreshments, organising travel arrangements,administering expense forms, liaising with members regarding dates, sending outnotice of meetings, agendas and minutes.

To attend and service MDT meetings asrequired. This could include welcoming participants, organisingrefreshments,taking/typing up minutes and circulating them after approval, aswell as completing agreed actions following MDT meetings.

AdminSupport

To provide a full clerical supportservice to the Clinical Genetics team including organising, sorting and filingdocuments and papers; dealing with incoming and outgoing paper and electronicpost as required; photocopying, distributing information by post or email;typing letters such as standard lettersand other documents.

To deal with communications and adhoc enquiries from staff and service users, members of the public, and a widerange of external organisations and professionals. Receiving and relayinggeneral verbal/written messages and responding by supplying straightforwardinformation and guidance or referring to the relevant member of the departmentor other Trust staff as necessary. This includes the management of a sharedemail inbox.

To maintain and update mail-outs andlabels for Trust and staff departments, advisory group members and voluntaryand community organisations and organising electronic or paper mail-outs tosuch groups as required (typing, copying and posting etc.)

To monitor stock levels and re-orderstationery and office supplies as required, and non-stock items as necessary.

To co-ordinate and keep records ofthe teams leave.

To create and maintain clinical anddepartmental rotas.

To adhere to relevant StatutoryInstruments and Trust policies and guidelines Data Protection, Health andSafety, Confidentiality and personnel policies and guidelines.

To learn and adapt to new ways ofworking in a changing and developing environment.

The post holder will be responsiblefor the training of new staff coming into the team.

Any other admin duties relevant tothe role.

5. THE LEEDS WAY VALUES

Ourvalues are part of what make us different from other trusts, so we see this asa strength, as well as a responsibility. They have been developed by our staffand set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

Allour actions and endeavours will be guided and evaluated through these values

Additionally,the following are core values which relate specifically to this post:

Commitment to principles of equalityand diversity.

Commitment to delivering qualityservices.

Importance of maintainingconfidentiality.

Honesty and integrity.

6. WEST YORKSHIRE ASSOCIATION OF ACUTETRUSTS (WYAAT)

LeedsTeaching Hospitals NHS Trust is part of the West Yorkshire Association of AcuteTrusts (WYAAT), a collaborative of the NHS hospital trusts from across WestYorkshire and Harrogate working together to provide the best possible care forour patients.

Bybringing together the wide range of skills and expertise across West Yorkshireand Harrogate we are working differently, innovating and driving forward changeto deliver the highest quality care. Byworking for Leeds Teaching Hospitals NHS Trust this is your opportunity to be apart of that change.

WYAATis the acute sector arm of the West Yorkshire and Harrogate Health and CarePartnership, one of the largest integrated care systems in the country. ThePartnerships ambition is for everyone to have the best possible health andwellbeing, and the work of WYAAT, and each individual trust, supports thatambition.

7. INFECTION CONTROL

Thejobholder must comply at all times with the Leeds Teaching Hospitals NHS TrustInfection Control policies, in particular by practising Universal InfectionControl Precautions. Hand hygiene must be performed before and after contactwith patients and their environment.

8. HEALTH AND SAFETY / RISK MANAGEMENT

Allstaff are responsible for working with their colleagues to maintain and improvethe quality of services provided to our patients and other service users. This includes complying at all times with theLeeds Teaching Hospitals NHS Trust Policies, including Health and Safetypolicies, in particular by following agreed security and safer workingprocedures, and reporting incidents using the Trust Incident Reporting system

9. EQUALITY AND DIVERSITY

Thejobholder must comply with all policies and procedures designed to ensureequality of employment and that services are delivered in ways that meet theindividual needs of patients and their families. No person whether they are staff, patient orvisitor should receive less favourable treatment because of their gender,ethnic origin, age, disability, sexual orientation, religion etc.

10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT

Thejobholder must take responsibility in agreement with his/her line manager forhis/her own personal development by ensuring that Continuous ProfessionalDevelopment remains a priority. Thejobholder will undertake all mandatory training required for the role.

11. COMMUNICATION & WORKINGRELATIONSHIPS

Thepost holder will be expected to establish, maintain and respect good workingrelationships and communication with both internal and external organisations,institutions and individuals with whom they come into contact, including thoseassociated with the specialty area and as appropriate within the role. The postholder will be expected to represent themselves and the service in aprofessional, courteous and respectful manner at all times.

12. SPECIAL WORKING CONDITIONS

i) Physical effort:

Speedand accuracy in typing. Accuracy neededfor inputting information ( on spreadsheet, departmental database). Needs to sit at the computer most of the day. Sometimes needs to lift and move stationery,boxes of leaflets or files etc. For example, boxes containing five reams ofpaper.

ii) Mental effort:

Needsto concentrate most of the time and deal with interruptions the phoneringing, being asked to leave one task to do another more urgent task

Mentaleffort is required for example:

when dealing with a wide range ofenquiries

setting up meetings and organisingvenues

researching information for managerincluding but not exclusively from the internet

organising filing systems

preparing documents for reports

taking minutes for meetings

inputtinginformation

Person Specification

Qualifications

Desirable

GCSE Maths & English grade C +

Skills and Behaviours

Desirable

Organised

Experience

Desirable

Pas & PPM knowledge Cancer Tracking experience

---