Patient Pathway Administrator | Oxford University Hospitals NHS Foundation Trust
| Posting date: | 03 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £25,147 - £27,596 PA |
| Hours: | Full time |
| Closing date: | 03 May 2024 |
| Location: | Headington, Oxford, OX3 9DU |
| Company: | Oxford University Hospitals NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6175661/321-CSS-6175661-B4 |
Summary
We are seeking to appoint a full time Patient Pathway Administrator to join our friendly team within the Psychological Medicine department based at the John Radcliffe Hospital
This post is crucial to the services and would suit a candidate who has excellent organisational and communication skills. You will be expected to liaise with staff and colleagues at all levels. You should have the ability to prioritise and manage your own workload to tight deadlines. You will need to demonstrate initiative and flexibility in your approach and be able to work in a pressurised and busy environment.
Knowledge of the Trust's Electronic Patient Record System (EPR) is essential.
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.
Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.
The post holder will be responsible for providing a professional, comprehensive and efficient administrative service, which is effectively delivered to the Psychological Medicine Department, patients, their families and carers. Professional contacts and stakeholders. This includes taking responsibility for proactively managing the patient pathway in accordance with RTT 18 week standards and the Elective Access Policy, expediting patients where appropriate and escalating issues to the Clinical Leads and Operational Services Manager for support and resolution.
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.
Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.
The post holder will be responsible for providing a professional, comprehensive and efficient administrative service, which is effectively delivered to the Psychological Medicine Department, patients, their families and carers. Professional contacts and stakeholders. This includes taking responsibility for proactively managing the patient pathway in accordance with RTT 18 week standards and the Elective Access Policy, expediting patients where appropriate and escalating issues to the Clinical Leads and Operational Services Manager for support and resolution.
RESPONSIBILITIES
ADMINISTRATION:
1. To provide high quality administrative support to the Department of Neuropsychology based at the Oxford Centre for Enablement (OCE) at the Nuffield Orthopaedic Centre.
2. To log incoming referrals onto EPR in line with 18 week targets and the Elective Access Policy standards.
3. To upload referral documents to EPR and forward to clinicians for triage.
4. To book appointments in order of clinical priority, ensuring capacity is fully utilised and wastage is minimised.
5. To manage and administer outpatient clinics, ensuring that all arrangements are made in a meticulous manner as per the clinician’s instructions and to liaise with patients, clinicians and other staff involved in their care in order to ensure all arrangements are in place.
6. To open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items.
7. To use Trust digital transcription systems to produce clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of being received within 7 working days from the point of clinical delivery / decision.
8. Work closely with all staff within the OCE to ensure compliance with 18 week referral to treatment (RTT) targets, intervening where necessary to expedite appointments and procedures to avoid breaches.
9. To maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
10. Follow the Trust tracking procedure to record on EPR the movement of all patient notes
11. To update patient details on Trust and departmental patient record systems to include ensuring patients that require discharge are processed accordingly.
12. Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these.
13. Act upon queries from referrers, patients and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology
14. To use the Patient Missing Follow Up list on EPR to manage patient pathways and minimise delays.
15. To assist with validating patient pathways under the guidance of the Assistant Service Manager and Operational Service Manager
16. Attending department meetings (including main monthly dept business meeting, weekly outpatient referrals meeting and monthly IP meeting) and taking minutes.
17. Monitoring stocks of and ordering stationery supplies, equipment and neuropsychological test materials, books and other resources as required.
18. Producing monthly and quarterly summary data and reports for outpatient and inpatient activity as required
19. To assist in the compilation of teaching materials, resources that support clinical delivery (eg patient leaflets / group informational resources) within agreed time scales as required
20. To manage the patient evaluation data and produce reports as required using Excel and Orbit
GENERAL:
1. Demonstrate high levels of customer care and be an ambassador for customer care within the Trust
2. Provide a robust administration function that underpins the delivery of a high-quality service and maintain effective working relationships with clinical, nursing and administrative staff.
3. Answer all communications including telephone, email and face to face queries, in a timely and efficient manner and action as appropriate. This role will require regular communication with patients who have a range of cognitive and communication difficulties or psychological distress.
4. Maintain patient confidentiality at all times.
5. Be flexible in your approach to work, including covering other job roles at an appropriate grade or site when the need arises, and varying working hours to ensure the service maintains a minimum level of cover during its core hours of 08:00 to 17:00.
6. Use the Trust IT systems to register patients, make outpatient appointments, produce end of treatment letters, ensure that details are correct, check in / check of outpatient appointments as instructed and cache up clinics to correctly capture revenue.
7. Contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
8. Attend departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and Trust procedures
9. Act in a manner aligned to Trust Values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.
10. Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade.
PERSON SPECIFICATION
Essential defines the minimum criteria needed to carry out the job and the job cannot be done without theses.
Desirable refers to criteria which are not essential and which successful applicants would be expected to acquire during their time in post. The desirable requirements are not taken into consideration in a job evaluation panel.
Specification
Essential
Desirable
Education and
Qualifications
• Administrative experience
• Good standard of Education with a minimum of 5 ‘C’ grade GCSE’s (inc English Language and Maths)
• NVQ Level 3 or RSA 3 or equivalent
• EPR Trained
• Competence in use of various computer software packages including Microsoft Office
• Medical Terminology
Experience and Skills
• Proven experience within an administrative role
• Experience of working with the general public
• Evidence of a positive approach to working in complex environments
• Experience of setting and maintaining work standards
• Ability to provide a range of options to deal with complex working situations
• Methodical, conscientious & reliable
• Knowledge of RTT 18 week pathways
• Previous NHS experience
• Evidence of team working
Specific Aptitude and Abilities
• Strong Computer Skills
• Competent e-mail user
• Experience of dealing with tight deadlines and targets.
• Highly organised and have the ability to coordinate and prioritise own workload
• Have and promote a professional working attitude
• Ability to work as part of a team
• Familiarity with NHS performance targets
Interpersonal Skills/ Communication Skills
• Excellent interpersonal and communication skills
• Excellent telephone manner
• Able to demonstrate initiative and deal with sensitive information.
• Ability to cope effectively under pressure
• Accurate attention to detail
• Experience of dealing with stressed/upset individuals in an empathetic manner.
• Ability to adapt to rapidly changing demands and expectations.
• Ability to use own initiative and act quickly and decisively.
• Diplomacy Skills
• Evidence of interacting with a wide range of people
For further details / informal visits contact:
NameChristie BennettJob titleDirectorate AdministratorEmail addressChristie.Bennett@ouh.nhs.uk
Person specification
Essential and Disirable
Essential criteria
Maximum score 20
• Administrative experience
• Good standard of Education with a minimum of 5 ‘C’ grade GCSE’s (inc English Language and Maths)
• EPR Trained
• Proven experience within an administrative role
• Strong Computer Skills
• Highly organised and have the ability to coordinate and prioritise own workload
• Excellent interpersonal and communication skills
• Ability to cope effectively under pressure
• Have and promote a professional working attitude
• Ability to work as part of a team
For further details / informal visits contact:
NameChristie BennettJob titleDirectorate AdministratorEmail addressChristie.Bennett@ouh.nhs.uk
Person specification
Essentail/Desirable
Essential criteria
Maximum score 18
• EPR Trained
• Administrative experience
• Knowledge of RTT 18 week pathways
• Competent e-mail user
• Highly organised and have the ability to coordinate and prioritise own workload
• Excellent interpersonal and communication skills
Desirable criteria
Maximum score 8
• Previous NHS experience
• Evidence of team working
• Familiarity with NHS performance targets
• Evidence of interacting with a wide range of people
This advert closes on Wednesday 17 Apr 2024
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