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Detailed job description and main responsibilities

PRINCIPAL ACCOUNTABILITIES

Management and administration of consultants/sub-specialty PTL in line with National and Local standards.

Coordination of the Consultant and Registrar activities in the sub-specialty ensuring consultants timetables, outpatient clinics and operating/treatment sessions are fully and appropriately utilised.

Planning and scheduling of procedures for theatre / Cath Lab lists, according to patients’ clinical priority and length of wait.

Acting as first point of contact for the consultant and their practice.

Maintaining consultant diary, including clinical commitments, meetings, courses, etc.

Minute taking where required.

To work closely with the central booking team and diagnostics teams for outpatients and diagnostics to reduce delays in patient pathways.

Provide cross cover for other Patient Pathway Coordinators to ensure a consistent and effective administration service is maintained at all times.

ORGANISATIONAL

 To use initiative to ensure delays and breaches of the pathway are avoided. This will include challenging the progress of patients journeys with relevant members of staff, e.g. clinical teams, central booking team and diagnostics departments.

Close monitoring of patient pathways, ensuring patients are managed in accordance with National RTT targets.

Coordinating tests and investigations requested by the Consultant and junior medical staff and ensure they are reviewed in a timely manner and in accordance with communicated key performance indicators (KPI).

Escalating capacity issues and/or potential breaches to Operational Support Manager

Coordinate and disseminate audio-typing of clinical and non-clinical correspondence within the sub-specialty in line with the Trusts KPIs.

Ensuring patient access policy is adhered to.

Ensure all documentation is accurate and uploaded to the Trusts systems (EPR) in a timely manner.

When necessary, in conjunction with Scanning Bureau ensure all patients’ records are available to clinical staff in adherence with the Trusts policy.

To coordinate translation services for foreign language &/or sign language as required.

Maintaining the confidentiality of patient information at all times

Team Working

 Coordinating cancellation of clinics, theatres, Cath Lab and pacing theatre sessions in times of consultant leave in line with the Trusts 6 week notice period. Ensuring the clinical cancellation standard operating procedure is adhered to.

Managing workload priorities within the sub-specialty and coordinating the work of the support staff as appropriate.

Provide support and assist in the training and mentoring of other members of staff.

Coordinating cover of duties between colleagues across the sub-specialty during periods of holiday and / or sickness.

Adhering to and displaying the Trusts values and behaviours at all times.

Communication

 Liaise with multidisciplinary teams to ensure all relevant arrangements are in place ahead of patient admissions.

Communicating with patients and patient relatives over the telephone, responding to their queries in a caring, sensitive and reassuring manner. Use initiative when dealing with and resolving patient enquiries, escalating as appropriate.

Where appropriate, ensure communication with patients and patient relatives is documented on Trusts system (EPR).

Providing information to the management team when requested and use initiative to escalate any issues as appropriate.

Communicating with other Hospitals and external agencies.

Setting up and maintaining e-mail groups, will be expected to use Intranet and Internet.

Providing information to staff in other departments.

Participate in creating an environment conductive to the acquisition of the further knowledge and skills.

Maintain good relationships, communicating with all disciplines within the Trust.

Actively participate in departmental and other groups.

Policy & Service Development

 Being aware of and adhering to administrative standard operating procedures and protocols relevant to the post.

Observing the provisions of and adhering to all Trust policies and procedures

Required to comment on, implement and adhere to secretarial / administrative procedures and protocols.

 DATA MANAGEMENT

 Administration of waiting lists for elective procedures, organising pre-op appointments and admissions.

Using Waiting List functionality on PAS.

Planning and scheduling theatre/cath lab lists, according to patients’ clinical priority and length of wait.

Recording all information as required on PAS including amendments.

 GENERAL STATEMENTS

 Attending team meetings where required

Maintaining confidentiality and abide by the Data Protection Act.

Being familiar with and following health and safety policy and procedures and to be aware of individual responsibilities under legislation, drawing any areas of potential risk to the attention of managers

Ensuring completion of timely PDR/Appraisal process including the competency framework with designated line manager

Being able to demonstrate Trust values and behaviours (outlined in staff handbook) at all times

Undertaking any other duties which are deemed appropriate to the band

The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service.  Any review will be undertaken in conjunction with the postholder.

EDUCATION AND TRAINING

 To contribute to and agree a continuing Personal Development Plan.

To attend internal or external courses as agreed within the plan or ad hoc training and development as requested by management.

To attend on-going refresher training within their job role as legislation changes and upgrades to the PAS, EDMS or other local systems are introduced.

Ensure mandatory training including Information Governance training is maintained within compliance date arranging time with line manager to complete when required.

Participate in departmental meetings and awareness sessions as and when required.

Employees are expected to develop their IT skills necessary to support the tasks included in their post. They will, therefore be required to undertake any necessary training to support this.