Detailed job description and main responsibilities

Job Summary:

The post holder is responsible for collection of patient information as required by the Cancer Patient Coordinators to support Multi-disciplinary team (MDT) meetings and to provide support in the administration pre and post MDT meetings. The post holder will assist in the administration and maintenance of the Somerset Cancer Registry where appropriate.

The post holder will provide support and assistance to the team of Cancer Patient Coordinators to ensure the smooth running of cancer MDT meetings.

·       Communication and relationship skills

• To locate and obtain casenotes and relevant diagnostic tests results (x-rays, scans and biopsies etc) for the MDT meeting which will involve liaising with clinicians and administrative staff at different levels across the relevant departments within the Trust and the organisations referring patients to Hull and East Yorkshire Hospitals NHS Trust for treatment.
• Prepare MDT documentation, extracting clinical information and collecting results of investigations via patient medical records or secretaries/departments or clinical systems
• Ability to interrogate the Trust’s clinical systems (Lorenzo; Patient Centre etc.) to retrieve relevant and pertinent patient information
• To support the Cancer Patient Coordinators in the smooth running of the regular MDT meetings as required.
• Liaise with Cancer Patient Coordinators escalating any problems in relation to collecting MDT information, x-rays, casenotes or diagnostic investigations in a timely way.
• To provide occasional cover for the MDT in the Cancer Patient Coordinators absence when the regular cover arrangements are not possible.
• Undertake some occasional audio typing, answering telephone queries, creating MDT outcomes that will be visible to all clinicians as well as filing paper copies in patient clinical records, photocopying, faxing and filing as required.
• Attend MDT meetings with Cancer Patient Coordinator as necessary.
• Deputise for the Cancer Patient Coordinator at MDT meetings for occasional absences where cover arrangements are inadequate.
• To maintain confidentiality at all times in accordance with Trust policy and services as required.

·       Knowledge, Training & Experience

• Have a good knowledge and awareness of national Cancer Waiting Times targets and an awareness of Cancer Peer Review standards relating to MDT’s
• Have a knowledge and understanding of cancer tumour site patient pathways/terminology in order to provide effective support to the Cancer Patient Coordinators
• Ability to work to tight deadlines and deal with adhoc requests for information
• Have good IT skills and be able to use databases and spreadsheets in order to  support the Cancer Patient Coordinators by inputting patient information
• Familiarity with Trust hospital systems ( e.g. Lorenzo; Patient Centre)
• Have an understanding of medical terminology relating to cancer and to undertake training as required.
• Be able to collate patient information methodically to assist Cancer Patient Coordinators in preparation for effecting MDT management.

·       Analytical & Judgmental Skills

·       Be able to identify and highlight any problems in relation to collecting MDT information, casenotes or diagnostic investigations and escalate to the Cancer Patient Coordinator(s) as appropriate.

·       To assist the Cancer Patient Coordinator in data entry into the Somerset Cancer Registry in order to collect cancer data in line with national definitions and guidelines and requirements

·       Be able to identify and highlight any data quality issues and raise with Cancer Patient Coordinator as appropriate

·       Planning & Organisational Skills

·       The role requires planning of work ensuring weekly, monthly and quarterly deadlines are achieved.

·        Take meeting notes as requested (e.g. staff meetings).

·       Responsible for planning own day to day workload of collating patient information to support MDT’s from various sources

·       Provide assistance to the Cancer Patient Coordinators in during the preparation of MDT meetings and post meeting actions

·       Physical Skills

·       Regular lifting and handling patient clinical records which are often heavy

·       Working at a VDU for several hours every day for concentrated periods of time

·       Responsibility for Patient Care

·       Handling of sensitive patient data

·       Responsibility for Policy/Service Development

·       The post holder if responsible for following trust policy and procedures

·       Responsible for adhering to guidelines relating to MDT’s

·       Responsible for providing accurate and timely information in preparation for MDT meetings

·       Responsibility for Financial and Physical Resources

·       Responsible for providing accurate and timely information on patients for MDT’s using paper and IT based systems, in accordance with trust policy

·       Responsibility for Human Resources

·       Responsibility for Information Resources

·       The post holder will ensure that the national Somerset Cancer Registry database is up to date at all times ensuring accuracy of the data

·       Responsibility for Research and Development

• Assist Cancer Patient Coordinator in collection of clinical information for National Clinical Audits

·       Freedom to Act

·       Required to use own judgement to define day to day work priorities in the absence of the Data Manager

·       Required to use own judgement in applying definitions to MDT co-ordination

·       Physical Effort

·       The post holder will use a VDU for long periods of time

·       Will be expected to walk around the hospital site in pursuit of patient clinical records

·       Will need to regularly lift and transfer heavy clinical records

·       Mental Effort

·       Responsible for producing accurate information about patients in relation to MDT’s and audits

·       Emotional Effort

·       Procedure sensitive patient information relating to cancer

·       PACS requesting (NLAG and HUTH)

·       Entering imaging/biopsy investigations on somerset (NLAG and HUTH)

·       Upload external scan/path/MDT form reports to Lorenzo/Webv (NLAG and HUTH)

·       Create and upload MDT list on Lorenzo (HUTH – Gynae + Skin)

·       Entering referral details on somerset – For MDT support (inpatients – consultant to consultant – incidental findings) and patients not seen (NLAG and HUTH)

·       Starting off the patient’s presentations – suspected cancers and support MDT (NLAG and HUTH) – For future learning for progression

·       Adding to MDT for support once instructed by the 3/4 (NLAG and HUTH) – For future learning for progression

·       Checking generic mailbox – adding to MDT to support the 3/4 once instructed (NLAG and HUTH) – For future learning for progression

·       Checking pending lists and adding to MDT from there (NLAG and HUTH)

·       Collecting case notes for MDT

- NLAG – Lung (Scunthorpe) – Breast (DPOW) – Urology (Scunthorpe – surgical patients)

- HUTH – Breast and H&N (case notes for colorectal for surgeries to check ASA grade)