Detailed job description and main responsibilities

*To support the Patient Pathway Coordinator in working alongside a clinical team ensuring that patients are admitted efficiently for investigative treatments, diagnostic procedures and inpatient and day-case operations within national guidelines and in accordance with the trust’s Patients Access Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules.

*To add, remove and modify patients to and from the waiting list as requested by the Patient Pathway Coordinator or in accordance with the Trust’s Patient Access Policy.

*To book theatre lists, as dictated by the Patient Pathway Coordinator.

*As appropriate, schedule new or follow-up outpatient appointments, book pre-admission appointments, organise investigative treatments, diagnostic appointments and TCI/operation dates ensuring that patients are informed, with reasonable notice, and that all relevant paper work is completed for given appointment.  This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s).

*Provide administrative support to consultant/clinical teams.

*To be responsible for the accurate completion of clinic letters once dictation has been received.

*To ensure all letters are copied to correct templates with correct patient details when received back from external typing company and send to the correct patient. 

*To ensure all notes are traced in and out.

*Photo coping, filing, faxing and other administrative duties to ensure the efficient running of the office.

*To provide advice to patients in matters relating to admission (pre and post-operative guidance etc) and with regard to their position on the waiting list.

*To deal with enquiries from all service users in a helpful, courteous and diplomatic manner.

*To receive and process incoming mail (including electronic) as necessary, sorting and prioritising items, ensuring all clinical reports and referrals are brought to the attention of the Patient Pathway Coordinator.

*To ensure that patient confidentiality is maintained at all times. 

*To liaise with partner organisations to assist facilitate the treatment of patients. This includes liaison with primary, secondary and tertiary care providers.

*To liaise with Cancer Services MDT Coordinator(s) to ensure that all patients with suspected/confirmed malignancy are treated in accordance with the updated cancer strategy.

*To ensure information regarding patients special needs and/or comorbidities are documented and communicated to relative wards/departments.

*If required, cancel patient appointments &/or TCI dates as requested and ensure that they are rescheduled in accordance with Trust policy as directed by the Patient Pathway Coordinator. 

*Regular communication with consultant teams, clinical staff and directorate management to enable efficient processes.

*Be aware of the needs and concerns of patients and to provide a friendly, efficient service to the patients.  Use effective listing/communication skills when dealing with potentially distressed or bereaved patients and/or relatives.  Use empathetic approach to patients and/or relatives seeking assistance from clinical staff/senior managers as appropriate.

*Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate.  This will include enquiries from patients, their GP's and community Hospitals. 

*Provide cover for colleagues across the speciality/clinical directorate during periods of planned annual leave and sickness.

*To undertake additional administrative tasks and responsibilities within the speciality/clinical division as required.

*Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy, taking appropriate account of patients’ rights and diversity and ensuring fair access to services.

The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job.