Detailed job description and main responsibilities

The post holder will provide a pivotal patient scheduling service for consultants and their clinical teams.  The post holder will work flexibly with the other team members within the department and provide a professional, efficient administrative service to patients.

The fundamental role of the pathway co-ordinator is to ensure that patients are being managed safely on their pathway from referral to treatment.  Ensuring all relevant information is available and to record information relating to clinical episodes on relevant IT systems and within the patients case notes, the post holder will have specific responsibilities for the prospective monitoring of access targets and will escalate potential breaches to the Service Team.

To comprehensively manage waiting lists with overall responsibility for all aspects of the admissions process.

Ensure that all patients are accurately monitored through each stage of their diagnostic and treatment pathway.

To manage and take responsibility for the scheduling of procedures and booking outpatient appointments within their breach dates and update trackers in an accurate and timely manner.

To monitor and identify long waiters ensuring target dates are met by checking weekly admitted patient tracking lists.

Ensure all theatre lists and clinics are full to capacity and making appropriate changes to theatre lists and clinics wherever required.

To liaise with consultants and their teams to monitor and ensure correct case mix on theatre lists.

Attend weekly capacity meetings with rota co-ordinator/management team.

To provide a comprehensive cover program for managing waiting lists during secretarial annual leave.

To ensure cancellations are allocated new TCI/OPA dates within specified time limit.

Ensure that capacity issues are escalated to the Service Manager.

To take ownership and have detailed knowledge of all patients related information, including case notes, results, referrals and correspondence within dedicated office space.

To prioritise and administer all patient related enquiries in a timely manner to ensure that patient safety is paramount under the empowerment and guidance of the Consultant(s).

Be knowledgeable and adhere to Government and Trust targets for patient waiting times.

To work effectively with the Service Manager and to comply with patient safety and clinical governance agenda.

Ensure there is an effective, robust communication system, liaising with multi-disciplinary Teams and other hospital departments.

Ensure patient records are accurately maintained on PAS and relevant systems.

Open post, linking correspondence to case notes with previous correspondence and results, bringing the urgent cases to the Consultant’s attention and following up to ensure these cases are managed quickly.

Arrange for all appropriate notes, results and reports to be available for preassessment/procedures.

To liaise with colleagues/key stakeholders/clinicians internal and external where necessary to organise appointments within target dates. 

Be the key contact for the Pain Management Programme, working with the MDT.

Provide administrative support to the Clinical Psychologist and Physiotherapist for the Pain Management Service.  Update the PMS spreadsheet with patient data.

Set up clinic templates for the Pain Management Programme on the Patient Administration System and schedule appointments for the Service in conjunction with the needs of the Service.