Pathway Tracker

Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

Roles and responsibilities:

To work primarily independently and on own initiative with minimal supervision to carry out the duties of the post.

Take responsibility for the prioritisation of workload. Respond to changing priorities and conflicting demands in an effective manner and develop systems to improve effectiveness of the post.

Manage complex patient pathways for multiple specialties, in line with the agreed Trust Access Policy.

Provide advice to clinicians and administration teams where there is a lack of awareness or following of the policy. Be sufficiently skilled to impart knowledge and skills effectively to others across a variety of staff levels and disciplines.

Work collaboratively with medical secretaries and clinic coordinators within the trust to ensure appropriate management of patient information and coordination of patient pathways. To have sufficient understanding of the secretarial and administrative processes to support this.

To be sufficiently skilled to understand the 18 week processes to enable interpretation and analyse of the 18 week pathways from multiple specialties across the directorate to execute a range of trust policies and procedures.

Actively manage patients with an on-going pathway ensuring any diagnostic tests, appointment and admissions are arranged in a timeframe that ensures patients service their treatment within the national waiting time targets. Using both inhouse systems and external tools to manage the pathways with a need to meet an ongoing target regularly.

Ensure appointment and admissions are arranged effectively to achieve the following current national and local wait time targets -

Overall 18 weeks to treatment

Outpatient maximum wait time

Diagnostic wait time

Admission maximum wait time

To negotiate appointments for patients with other members/departments of the trust so ensuring the targets are met.

Liaise with all multidisciplinary levels within the Trust. Have the ability to analyse, interpret and convey information accurately and concisely. Create databases as appropriate to hold this information.

At the request of Pathway Performance Management Team, undertake audit of hospital data, presenting summarised data in appropriate format for both parties.

Highlight and address any processes inefficiencies that delay the patient journey. Implement process improvement by process redesign followed by awareness and training sessions.

Review and track patient information and 18 week pathway outcome on the Patient Administration System (PAS), using letters, patient transactions and outcomes. Review this information to identify if the correct 18 week outcome had been recorded.

Make changes as appropriate on PAS accurately record 18 week outcomes and pathways.

Ensure colleagues are aware of how to correctly record data on the PAS system so as to reflect and accurate picture of patient pathways. Provide guidance as required in 1:1 or group sessions.

Agree admission date with patients, as per the Access Policy, exercising a high degree of inactive in the total planning of operating lists taking into account theatre/operating time, allowing for emergency admissions and populating theatre lists at short notice as required.

Where needed, liaise with other hospitals providing and obtaining the required wait time minimum data set for those patients we refer to them and those patients that are referred to us.

Expedite admissions and appointment for patients if necessary through negotiation with the administration teams.

Actively assist the directorate with organisation of short notice/urgent admissions and liaise with the patient in a professional sensitive manner.

To participate in any in house training and awareness sessions to keep up to date with the 18 week national guidance.

Actively participate in relevant meetings and forum pertinent to the role.

To manage the reporting and validation of the Harm Review’s for all 52 week patients awaiting treatment. Adhering to the Harm Review SOP at all times.