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Detailed job description and main responsibilities

Key Working Relationships 

Internal:

• Pre-Transplant Nurse managers
• Post-Transplant Nurse Manager
• Renal Consultants
• General Manager and Operational Manager
• Imaging and Diagnostic administrative staff

External:

• Medical and Nursing teams at the London Transplant Centres
• Government Bodies (NHS Blood and Transplant- NHSBT; NHS England)

Main Duties and Responsibilities

Communication 

• To ensure patient confidentiality is maintained at all times in accordance with the Data Protection Act/Caldecott, acting in accordance with BSUH NHS Trust policies.
• To ensure patients’ needs in relation to interpreting services, and that interpreters are booked for appointments if necessary.
• To take telephone and personal queries from patient and relatives, giving them first line information on the Transplant waiting list, living donation and work-up
• Showing sensitivity to cultural issues when dealing with the general public/giving advice.
• Demonstrates emotional sensitivity and intelligence when discussing organ donation and transplantation.
• Forges and maintains strong links with regional transplant centres, understanding and working to complement their systems of work.
• Managing ‘generic’ team email account ensuring queries are triaged and dealt with promptly, escalating to senior team members as appropriate.

Service Delivery and Improvement 

• To provide support to the Transplant Team and Nurse Managers, deputising and acting as a support for information, advice and guidance on transplant work-up and accurate Waiting List maintenance.
• To deputise for the Pre-transplant Nurse managers in times of leave, particularly support of visiting surgeon clinics and liaising with consultants and transplant centres with regards to suspension and re-activation on the transplant list. To include liaising with consultants on situations that require temporary suspension from transplant list.
• To deputise/ attend meetings relevant to role and to feedback and discuss changes to policies, procedures and guidelines to other team members.
• Using specialist knowledge of administrative information systems and of multiple specialised clinical and non-clinical areas to provide advice and guidance to doctors, patients, parents/guardians, wards, renal secretaries and allied areas of the Trust on a daily basis regarding transplant work-up management.
• Using own knowledge and experience to suggest improvement to department existing processes and procedures.
• Taking ownership of the management of day to day administration, audit and information reporting within a busy transplant team. Reviewing current systems of work and suggesting and implementing improvements in ways of working.

People Management and Development 

• Responsible for all local induction, training and education of renal staff in the area of transplant expertise on a weekly basis.

Patient Care Delivery 

• Responsible for tracking transplant work-up and waiting list, providing day to day first line administrative support and communications with the Transplant Centres.
• To monitor, interpret and apply national and BSUH NHS Trust-based policies relevant to the department.
• Using own judgement and initiative to resolve capacity and work-up delays directly with Renal Consultant escalating to Directorate Deputy Manager only when required.
• To answer patients inquiries promptly and politely (via telephone and in person) and where necessary refer to the Pre-Transplant Nurse Managers or Renal Consultants for advice/support.
• To ensure that patient case-notes:
  • Are prepared and delivered to the health professional promptly for the attendance
  • Are accurately recorded on PAS and on CV5 renal database
  • Are returned to the Central / Renal Library or Transplant Centre at the end of patient episode
  • Meet Trust standards for medical records
  • Contain details of previous or recent tests as necessary
  • Clinic outcomes recorded accurately

• To ensure the appropriate patient outcome is recorded on the Patient Administration System (PAS) for outpatient attendance, including telemedicine.
• To ensure that all telephone appointments are confirmed in writing and that patients receive the relevant documentation relating to their visit to hospital.
• To provide patient choice in agreeing appointments within national waiting times targets and subject to clinicians’ diagnosed urgency of individual cases.
• To build consistency in administrative processes to ensure patient centred care that is timely and smooth, taking into account the complexity of individual needs.
• To reschedule, amend or cancel appointments using BSUH NHS Trusts Patient Administration System and notifying all relevant parties.
• To use own initiative to reorganise procedure lists when unexpected changes arise resulting in changes to transplant list status or short notice to planned transplant surgery.
• To ensure that patient demographics are accurately captured and maintained on BSUH NHS Trusts Patient Administration System.
• To book and plan Independent Assessor reviews for live-related donation, documenting episode and outcome in the patient / donor record.
• To have knowledge of and to maintain procedures on patient confidentiality, Data Protection and Caldicott.
• To ascertain whether a transplant donor is an Overseas Visitor, and prepare documentation for the Home Office where appropriate to enable the necessary action to be taken.
• To create waiting list entries, TCI’s and investigations using the Trust PAS system following the patient’s consultation or transplant protocol referral.
• Be able to communicate complex and occasionally sensitive data in a processed format to head of department for use with NHS Blood & Transplant data reporting
• To be responsible for the ordering and checking of stationary supplies
• To ensure all letters/faxes received from referrers are date stamped on arrival and tracked for accurate entries on transplant work-up and the live transplant waiting list, taking responsibility for ensuring appointments and investigations are requested and booked in a timely manner, identifying and dealing with delays appropriately
• Take a central role in capacity planning based on robust management of referrals, liaising with local and regional MDT members as appropriate.
• Forge strong links with diagnostic departments to help ensure investigations for donor/recipient work up are booked within agreed timeframes.
• Check clinical rooms, in readiness for visiting surgical clinics and support consultant in clinic delivery and follow-up.
• To escalate clinical information such as serious infections and emergency surgery as reasons for temporary suspension from the transplant waiting list.

Learning and Development

• Attend mandatory training updates as required.
• Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
• Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
• Identify own learning needs and jointly plan training requirements with your line manager
• Participate in the Trust’s appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
• Ongoing need to participate in surveys or audits relating to own work

This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.

Mission and values 

The mission of University Hospitals Sussex – what we are striving to achieve – is to provide:

‘excellent care every time’ 

All our efforts to do this put the interests of our patients first and foremost, and are underpinned by our values:

• Compassion
• Communication
• Teamwork
• Respect
• Professionalism
• Inclusion 

These values were selected by our staff, patients and public when we were talking about the merger and the sort of organisation we want University Hospitals Sussex to be.

Our mission and values are extremely important to us and we expect everyone who works at University Hospitals Sussex in any capacity to share and uphold them.

Patient First 

• Patient First is our Trust-wide approach to improving the quality of care for patients and to build and embed a culture where staff can be confident that their views matter and will be heard.
• The aim is to empower all staff to lead change, raise issues, concerns, identify and implement areas for improvement within the workplace and find solutions collectively as part of a team.
• Staff will be equipped with skills to identify improvement opportunities and supported to see those through
• It encourages all staff to be innovative and drive forward quality improvement and positive changes in their areas. 
• The philosophy behind this is centred on:
• Standardisation, system redesign and the improvement of patient pathways to eliminate error and waste and improve quality
• The patient being at the heart of every element of change
• Embedding cultural change across the organisation, where everyone is passionate about delivering exceptional quality every time and “where better never stops”.
• Continuous improvement of our services through small steps of change
• Constantly testing the patient pathway to see how we can develop
• Encouraging frontline staff to lead the redesign processes
• Equal voices for all
• Engagement of staff is a big factor in job performance. 
• Good engagement leads to improved quality, mortality and safety measures