Pathway Co-ordinator

An opportunity has arisen within the Renal and Transplantation Department for a permanent, full time Band 3 Pathway Co-ordinator based in the South West Transplant office at Derriford Hospital. We are looking for an enthusiastic and energetic individual to work in this busy department.

The purpose of the post will be to assist the registered nurses and their team with administrative duties for patients on the transplant waiting list and their follow up care.

The post holder will be required to contribute to the effective delivery of patient pathways and achieving strict targets through detailed knowledge of hospital administration systems, providing instrumental support for future projects.

They will also provide a comprehensive administrative service to the renal consultant and/or group of medical staff in an efficient and timely manner.

Applicants should have a responsible, professional attitude and be able to demonstrate good communication skills. A high degree of integrity is required as is the ability to work well under pressure and conflicting priorities.

Main duties of the job

1. To ensure patient centred quality care for all patients on the transplantation pathway, either undergoing pre-transplantation assessment, post-transplantation follow up or living donation assessment/follow up.
2. Provide and deliver a high standard of full administrative service to the South West Transplant Centre team using a varied range of work processes and procedures.
3. To coordinate and arrange the multi-disciplinary meetings and conferences for the South West Transplant Centre, including peninsula-wide, regional and national events.

Job responsibilities

1. Provide operational support to the South West Transplant Centre (SWTC) team as required.
2. To work with the transplant centre team to develop and implement any new or updated processes, policies or procedures relating to transplantation.
3. Work with service line management team to develop administrative procedures to enhance the smooth management of the department.
4. Triage the patient helpline and staff queries, resolving straightforward and administrative enquiries and forwarding more complex and clinical issues to the most appropriate member of the team. Support in the management of joint inboxes.
5. Manage communication between the SWTC and key stakeholders/partners, including GP surgeries, referring centres and other NHS organisations such as Organ Donation and Transplantation, ensuring that any emails/written communication/phone calls are actioned efficiently and effectively.
6. To coordinate and arrange all meetings and multi-disciplinary events for the SWTC, which includes but is not limited to the Transplant Steering Group, the trust-wide Transplant Committee, South West Transplant Nursing Committee and Annual Transplant Day. This will include sourcing funding, liaising with speakers and attendees, managing pharmaceutical company sponsorship, booking venue/catering, taking minutes and seeking feedback.
7. To maintain and update the SWTC website in conjunction with the team.
8. To maintain the annual review database of all transplanted patients and coordinate their in-depth annual review with nursing staff alongside routine follow up.
9. Management of the transplant and living donation patient referral to treatment pathway, including the coordination of new referrals and inter-provider transfers, keeping iPM fully up to date with patient details, waiting list information and RTT status.
10. To assist the live donor nurses by supporting the live donor programme, from self-referral to nephrectomy and follow up. This will include supplying educational information, making arrangements and maintaining communication with all parties.
11. To manage living donor and transplant recipient incoming and outgoing referrals. This may involve communication with external hospitals. To manage booking legal approval appointments for living donor and transplant recipient patients.
12. To coordinate the booking of live donor nephrectomies and transplants into the allocated transplant theatre lists alongside the live donor coordinators and relevant transplant surgeons.
13. To assist with patient investigation appointments and obtaining results in line with ensuring patient pathways are met in a timely manner liaising with external hospitals as required.
14. To manage the booking of complex transplant clinics.
15. Liaise with the Outpatient Appointment Centre (OAC) to ensure all clinics are fully utilised.
16. Ensure that appropriate clinic follow up is actioned i.e. outpatient appointments, investigations, add patients to waiting list, re-admissions and referrals to other Consultants/departments.
17. To complete all clinic typing for transplant assessment clinics, nurse follow up clinics and surgical clinics, and using time management to prioritise workload.
18. Manage the pharmacy phone and co-ordinate any prescriptions for home deliveries in a timely manner.
19. To use Patient Knows Best, an internet-based patient system, to register new patients, reset passwords and aid patients with queries/questions.
20. Action data quality and other reports/performance monitoring as required by the Clinical Administration Manager.
21. To ensure that the medical case notes for all patients active on the national transplant waiting list remain available whenever possible, and ensuring that all case notes within the clinical office are traced correctly.
22. To support the management of clinical commitments and the diaries for SWTC nursing team.
23. Ensure that all results, reports and letters are accurately filed in medical notes.
24. Have knowledge of latest local and national access standards and targets relevant to transplantation and live donation.
25. Collect medical case notes from Main Outpatients following clinics as required.
26. Cover for other administrative colleagues during annual leave/sickness or peak workloads and contribute in training new members of staff.
27. Support and mentor junior members of staff.
28. To undertake stock control of the stationary and other supplies in the clinical office and arrange for further stocks to be ordered via the appropriate colleague or department.
29. Exposure to distressing/emotional circumstances i.e. typing letters of a distressing nature, dealing with distressed, anxious and angry patients and relatives in person or by telephone.
30. Requirement to work at a VDU screen for at least 75% of the working day.
31. Always carry out roles and responsibilities as per the Trust's values.
32. Sitting in a restricted position for long periods of time.

Person Specification

KNOWLEDGE & EXPERIENCE

• Previous demonstrable experience as a medical secretary.
• Proven knowledge of Primary Target Lists, and waiting list management.
• Demonstrate ability to use all main software packages.
• Demonstrate use of hospital software / Patient Management System.
• Previous demonstrable supervisory experience or a qualification in supervisory skills.
• Use of PowerPoint.

Qualifications

• NVQ level 4 in related subject or diploma or equivalent demonstrable experience.
• Good Communication Skills.

APTITUDE & ABILITIES

• Excellent organisational skills.
• Ability to communicate at all levels.
• Excellent telephone manner.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.