Patient Pathway Administrator [Cancer Pathway] (XN03)

at  Leeds Teaching Hospitals

1. JOB DETAILS Job Title: Patient Pathway Administrator Reports to: Patient Services Coordinator / Business Support Manager Accountable to: Service Manager Band: 3 Unit/Department: ENT Location : Leeds General Infirmary AFC Job No: 3717 2. JOB PURPOSE/SUMMARY To provide administrative and clerical support to the ENT Head & Neck Cancer Service. The post holder will be responsible for the provision of a full and effective administrative and clerical support service.
   They will also be responsible for inputting data onto the database such as PPM, obtaining further information prior to patients being seen in clinic and/or being discussed at MDT meetings, including the updating of relevant patient administration systems. Information collected could include but not limited to consent forms, family history, post-mortems and test results. The post holder will be expected to produce reports as required which also could include drawing a family tree with the help of specially designed database. The post holder will be expected to arrange and plan their own work in line with the team on a day-to-day basis within the overall demands and priorities of the department.
2. ORGANISATIONAL CHART 4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Data Collection and Patient Pathway Tracking To attend the Triage meetings and complete any actions as instructed by the Clinical team. Collect all relevant information relating to patients in preparation for clinics or as requested by the clinicians.
   This includes information required for auditor reporting purposes. Use the Patient Administration System and other related support systems to ensure all relevant information / data is captured in patient medical records and/or electronic systems. Enter information onto PPM+, the clinical information system (database). Track and coordinate patients along their referral pathway, ensuring the correct point along the pathway is identified on service database and system.
   This includes highlighting to the relevant manager when there are concerns about information not available before patients are booked clinic appointments and patients not being treated within their waiting time target. Send and track receipt of Family History Questionnaires to patients to help support clinical decisions and management of incoming referrals for cancer and non-cancer pathways. This includes the drawing of a Pedigree (family tree) where appropriate. Track patient clinical results and place patients onto the relevant waiting list when received.
   Liaise with relevant teams including Clinicians, Patient Services Coordinator, Business Support Manager and the Administration team and ensure the 100% data capture and accuracy of information entered onto the database in line with local and Trust policy. Undertake data and patient pathway audits and system development where guided to help improve service quality. To contribute to the production of information for distribution across the Trust and to other relevant organisations. Use departmental database for recording appropriate information as requested and producing reports.
   MDT meetings To provide administrative support for MDT meetings as required e.g. organising meetings including ensuring relevant clinical information and notes are available as required, checking access arrangements, booking rooms and refreshments, organising travel arrangements, administering expense forms, liaising with members regarding dates, sending out notice of meetings, agendas and minutes. To attend and service MDT meetings as required. This could include welcoming participants, organising refreshments,taking/typing up minutes and circulating them after approval, as well as completing agreed actions following MDT meetings.
   Admin Support To provide a full clerical support service to the Clinical Genetics team including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, distributing information by post or email; typing letters such as standard letters and other documents. To deal with communications and ad hoc enquiries from staff and service users, members of the public, and a wide range of external organisations and professionals. Receiving and relaying general verbal/written messages and responding by supplying straightforward information and guidance or referring to the relevant member of the department or other Trust staff as necessary. This includes the management of a shared email inbox.
   To maintain and update mail-outs and labels for Trust and staff departments, advisory group members and voluntary and community organisations and organising electronic or paper mail-outs to such groups as required (typing, copying and posting etc.) To monitor stock levels and re-order stationery and office supplies as required, and non-stock items as necessary. To co-ordinate and keep records of the teams leave. To create and maintain clinical and departmental rotas. To adhere to relevant Statutory Instruments and Trust policies and guidelines e.g.
   Data Protection, Health and Safety, Confidentiality and personnel policies and guidelines. To learn and adapt to new ways of working in a changing and developing environment. The post holder will be responsible for the training of new staff coming into the team. Any other admin duties relevant to the role.
3. THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values Additionally, the following are core values which relate specifically to this post: Commitment to principles of equality and diversity.
   Commitment to delivering quality services. Importance of maintaining confidentiality. Honesty and integrity. 6.
   WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT) Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country.
   The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. 7. INFECTION CONTROL The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.
4. HEALTH AND SAFETY / RISK MANAGEMENT All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system 9. EQUALITY AND DIVERSITY The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
   No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. 10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.
5. COMMUNICATION & WORKING RELATIONSHIPS The post holder will be expected to establish, maintain and respect good working relationships and communication with both internal and external organisations, institutions and individuals with whom they come into contact, including those associated with the specialty area and as appropriate within the role. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times. 12.
   SPECIAL WORKING CONDITIONS i) Physical effort: Speed and accuracy in typing. Accuracy needed for inputting information (e.g. on spreadsheet, departmental database). Needs to sit at the computer most of the day.
   Sometimes needs to lift and move stationery, boxes of leaflets or files etc. For example, boxes containing five reams of paper. ii) Mental effort: Needs to concentrate most of the time and deal with interruptions e.g. the phone ringing, being asked to leave one task to do another more urgent task Mental effort is required for example: when dealing with a wide range of enquiries setting up meetings and organising venues researching information for manager including but not exclusively from the internet organising filing systems preparing documents for reports taking minutes for meetings inputting informatio

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