Vascular Surgery Admissions Pathway Coordinator

Detailed job description and main responsibilities

Waiting List Management

1.    To be responsible for the management of the inpatient waiting list for the Vascular Consultants.

2.    To support the validation of waiting lists as required in relation to Trust guidelines ensuring that all patients are fit and still requiring surgery.

3.    To liaise with the multidisciplinary team in the planning of admissions, ensuring that the patient is provided with appropriate information regarding their admission in a timely manner.

4.    To add patients to day case waiting lists accurately on EPIC in a timely manner, in line with Trust policy.

5.    Maintain thorough and accurate records of all correspondences with patients throughout their admission process.

6.    To ensure any patient cancelled on the day of admission/ surgery for non-medical reasons, is reallocated a date for admission within 28 days, escalating any problems or issues to the line manager and/ or the Vascular Assistant Service Manager/ Cardiovascular Service Manager in a timely manner.

7.    To identify the needs of patients in conjunction with their admission episode, i.e. language barriers, anxiety, carer/ dependency issues.

8.    To manage waiting list activity and admission data within the Trust IT system (EPIC) and action/ highlight any errors.

Elective Patient Pathway Administration

1.    To follow all administrative processes within the elective and emergency Vascular inpatient/ day case pathway, to ensure patient pathways are managed efficiently, smoothly and in accordance with national targets and locally agreed timescales.

2.    To ensure key information is uploaded onto the electronic patient records system (EPIC) so that clinical and administrative teams have site of up to date tests results and future appointments.

3.    Utilise patient administration systems to understand and coordinate inpatient and day case patients’ pathway, ensuring key dates are recorded and updated on a daily basis.

4.    To ensure that clinical staff and management are aware of key dates in the patient pathway, and that they are aware of potential delays and breaches of key milestones, such as 6 week diagnostic and 18 week waits.

Main Theatre & Day Surgery Admission booking and coordination

1.    To arrange day surgery admissions in accordance with the Trust’s waiting list policy, taking into consideration the type of urgency, waiting list status, previous cancellations and special requirements.

2.    To add patients to day case waiting lists accurately onto EPIC in a timely manner, in line with Trust policy.

3.    Frequently liaise with the Vascular Consultants/ Clinical Specialist Nurses regarding the case mix of lists so that they are always utilised to maximum capacity.

4.    To monitor lists daily and act upon patient cancellations to ensure full usage of the day case theatre lists.

5.    To follow procedures for cancelled admissions ensuring that procedure dates are booked according to the Trusts re-book policy, and informing the Assistant Service Manager of any potential problems.

6.    Monitor appointment attendance and re-arrange further appointments as required, in line with Trust policies.

7.    To understand and demonstrate knowledge and ability to manage patients on an 18 week RTT pathway. 

General Administration

1.    To courteously and efficiently receive all telephone enquiries from patients, carers and external agencies in relation to hospital admissions, appointments and general enquiries, ensuring that accurate records, both manual and electronic are maintained and appropriate action is taken in a timely manner.

2.    To ensure the telephone is answered in a timely manner in line with the Trust greeting policy. To frequently deal with any telephone messages and promptly return telephone calls.

3.    To receive and process all incoming correspondence, paper and electronic, ensuring it reaches the appropriate place within the required deadlines, maintaining confidentiality at all times.

4.    To ensure patient demographics are kept up-to-date at all times on the Trust’s patient database.

5.    Deliver the Trust Access and waiting list policies, ensuring standard are met.

6.    To deal effectively with Consultant, Registrar, Nursing and Management queries regarding patient appointments and details.

7.    To contribute to the administration of the VNUS clinic.

8.    To maintain an up to date electronic filing system on a shared network drive.

General

• The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
• To observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
• We want to be an organisation where everyone shares a commitment to delivering the very best care and feels like their contribution is valuable and valued.
• At King’s we are a kind, respectful team:

Kind. We show compassion and understanding and bring a positive attitude to our work

Respectful. We promote equality, are inclusive and honest, speaking up when needed

Team. We support each other, communicate openly, and are reassuringly professional

• To observe and maintain strict confidentiality of personal information relating to patients and staff.
• To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.
• This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.
• All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication.

Safe Guarding 

The Trust takes the issues of Safeguarding Children, Adults and addressing Domestic Abuse very seriously. All employees have a responsibility to support the organisation in our duties by;

• attending mandatory training on safeguarding children and adults
• familiarising themselves with the Trust's processes for reporting concerns 
• reporting any safeguarding child or adult concerns appropriately

Infection Control Statement

The post holder has an important responsibility for and contribution to infection control and must be familiar with the infection control and hygiene procedures and requirements when in clinical areas.

The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.

These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training.  These standards must be strictly complied with at all times.