Patient Pathway Coordinator (Renal Scheduler)

Detailed job description and main responsibilities

To work as part of a clinical team ensuring that patients are admitted efficiently for outpatient appointments, investigative treatments, diagnostic procedures and inpatient and day case operations within national guidelines and in accordance with the trust’s Patients Access, Booking and Choice Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules.

To schedule patients in accordance with principles and target waiting times as set out in the NHS Constitution and Health and Social Care Bill 2011 (e.g. 18 Week Referral to Treatment, Going Further on Cancer Waits etc.), expediting patient pathways where necessary.

To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient attendances and admissions. This includes maintaining accurate computerised and manual records, inputting registration and waiting list data onto the trust’s computer systems and ensuring that all patient records are kept up to date with any details relevant to the patient’s attendance and/or admission.

To provide administrative support to consultant/clinical teams including the management of clinician’s diaries/timetables. Confirmation of consultants’ timetables to ensure that appropriate cover is available for all clinical sessions.

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) including Choose and Book.

To liaise with partner organisations to assist facilitate the treatment of patients. This includes liaison with primary, secondary and tertiary care providers. Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to warrant that patients are treated in accordance with elective waiting time standards.

To liaise with Cancer Services MDT Coordinator(s) to ensure that all patients with suspected/confirmed malignancy are treated in accordance with Improving Outcomes: A Strategy for Cancer/Cancer Reform Strategy.

To liaise with the Clinical Commissioning Groups to facilitate the referral of patients to the Trust. Ensure that all patients are scheduled in accordance with outpatient, diagnostic and inpatient/day case waiting time targets and that attendance/admissions information is accurately recorded on all appropriate databases, including, but not limited to, iPM, iCM, PACS etc.

Facilitate completion of prior approval/exceptional treatment forms prior to patients’ attendance and/or admission in line with South West London Effective Commissioning Initiative.

As appropriate, to notify GPs via telephone, email and / or fax of attendance outcomes and diagnostic results. To liaise with GP practices to ensure that patients have received all appropriate treatment and are fit, willing and able to attend for treatment.

To cancel patient appointments &/or TCI dates as requested and ensure that they are rescheduled in accordance with Trust policy. Accurately record all cancellations and cancellation reasons.

To liaise with clinical staff to ensure that specialist equipment is available, where required, and that clinical teams (e.g. ward, outpatient department etc.) are aware of schedule patients with specialist needs.

To liaise with Clinical Site Management Team and ward staff to enable efficient bed management.

Provide information service for elective patients (including distressed and anxious patients/relatives as required). Be aware of the needs and concerns of patients and provide a friendly, efficient and courteous service to patients, relatives and visitors, providing them with advice and information as appropriate.

Regular communication with consultant teams, clinical staff and directorate management to enable efficient processes.

To enable the achievement of the Trust’s/national waiting list targets through the management of the primary target lists.

In conjunction with clinical staff, help ensure that all outpatient clinics and operating/treatment sessions are fully and appropriately utilised.

To be aware of the NHS Constitution and National booking guidelines, and work in conjunction with consultant teams and clinical staff to enable the Trust to achieve this.

To retrieve and update information on the Trust’s computer systems ensuring that all patients are added to the appropriate waiting list on the Trust PAS system(s) within one working day of the receipt &/or decision to treat. This will include making any change to the patient’s demographic details (name, address. GP etc).

To ensure that the information on referral letters, outpatient status forms and waiting list cards is recorded accurately and comprehensively on the Trust PAS system(s). Check patient identity details including all demographic information during patient encounters. Amend PAS letters and patient leaflets to ensure that information distributed to patients is accurate and current.

 Where appropriate to undertake a pre-assessment of new patients in accordance with defined protocols, when they telephone to arrange an appointment for diagnostic test or TCI for operation to verify their medical details and to help ensure that they are scheduled to the correct session for procedure &/or treatment. This may include accurately recording advice in relation to medication, starvation, allergies &/or transport in accordance with clinical protocols and Trust policy. Ensure that relevant information is available to clinical staff at the time of attendance &/or admission.

To arrange translation services, in liaison with the appropriate departmental manager, as required. This may include foreign language &/or sign language translation. Ensure that such services are available for the period of patient attendance &/or admission as appropriate.

To ensure all patients’ records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports etc. and preparing them and patients’ records for review by clinicians.

To maintain an efficient system for the tracking of healthcare records and X- rays. This includes keeping the computer tracking system updated, ensuring that any medical notes in your possession are kept in numerical or alphabetical order and that they are kept in a non-public area. Ensure that all patient documentation is filled in patients’ notes &/or transferred to appropriate ward, medical records &/or other departments as required.

To liaise with Clinical Coding Department to ensure that medical records are accurately and promptly coded following all admissions.

Facilitate the timely production and dissemination of all patient and healthcare professional correspondence, including clinical correspondence and discharge summaries, to achieve quality measures.

Attend regular meetings with consultant teams, clinical staff, clinical directorates /departments and/or general managers as required. Attend any MDT meetings appropriate to specialty/patient caseload

Be aware of correct booking processes which are being followed e.g. full booking/partial booking and Clinically Prioritise and Treat (CPaT).

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 GPs and community hospitals.

Provide cover for colleagues across the specialty/clinical directorate during periods of planned annual leave and sickness.

To undertake additional administrative tasks and responsibilities within the specialty/clinical directorate as required by [the directorate or central services manager].

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