Job summary
- Main area
- Clinical Genetics
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 200-NN-6303730-A&C-Z
- Employer
- St George's University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- St George's Hospital
- Town
- Tooting
- Salary
- £30,279 - £33,116 p.a. pro rata inclusive of HCAS (Inner)
- Salary period
- Yearly
- Closing
- 11/07/2024 23:59
Employer heading
Patient Pathway Coordinator
Band 4
Job overview
The Patient Pathway Coordinator (PPC) will work as part of the Clinical Genetics Administration Team, providing professional administrative support to the Genetics Clinical and Genetic Counsellor Teams, being the point of contact for internal and external partners including GP surgeries, Consultants, Primary Care Teams, based locally and those within our region.
The role is a mix of secretarial and administrative tasks - ensuring clinical letters are sent out in a timely manner, along with email queries. To ensure patient records are accurate and updated where necessary. The PPC will ensure operational targets are adhered to with regards to communication of results to patients, relevant clinicians and GPs.
The successful applicant will also be expected to be an excellent team player, who will be willing to cover their colleague's roles when necessary.
Main duties of the job
- To be responsible for the smooth running of the off-site transcription service for the clinical team, within Trust targets. This will include the uploading of dictation and the downloading of completed correspondence within an appropriate time frame.
- In addition, the post holder must check all downloaded correspondence to ensure the patient demographics are correct, and the substance is accurate. After sign-off by the relevant clinician, all correspondence must be sent to the recipient in a timely manner and scanned to the patients’ medical records held on Geneworks, the Genetics Database, as appropriate. It is expected that this process should be completed within five working days (current standard).
• To be responsible for the updating of medical records on Geneworks the Genetics database, and the Trust’s Patient database, iCLIP with patient’s details.
• To provide excellent customer care, to be polite, courteous and provide timely, relevant advice and assistance to patients.
• To communicate well with the rest of the administrative team and work together to resolve staffing or urgent issues.
• To ensure that any enquiries are handled in a courteous and tactful manner and problems are dealt with promptly and efficiently.
Working for our organisation
St George's University Hospitals NHS Foundation Trust is one of the largest hospital and community health service providers in the UK. It is co-located with St George’s University of London, which trains medical students and carries out advanced medical research.
The South West Thames Centre for Genomics is based at St George’s Hospital in Tooting and provides an integrated clinical and genetic laboratory service to a population of approximately 4 million across South West London, Surrey and Sussex.
Detailed job description and main responsibilities
• Communicate with clinicians and admin staff in other departments and hospitals to obtain admission summaries, clinic letters, pathology reports, test results or other documentation as directed by the clinical team.
• To ensure that results for all referred investigations are received by the appropriate clinicians and followed-up accordingly, ensuring that results are communicated to patients and GP’s in a timely manner. This will involve chasing the progress of these reports, monitoring letter turnaround data, monitoring pathology and imaging reporting times, facilitating onward referral when instructed and escalating any delays to Deputy Service Manager.
• To coordinate specialist/multi-disciplinary clinics; this will include liaising with booking teams in other specialities, chasing of results/reports from external centres, diary management, sending out of clinic details and sample bottles to patients, being first point of contact for patient queries, and preparation of clinic notes.
• To report to the Assistant Service Manager (or Service Manager in times of absence) any potential clinical governance issues, or complaints, so they are dealt with in a timely and appropriate manner.
• To attend MDT meetings where required and ensure that agreed actions and outcomes are actioned.
• To act as flexible resource during clinic times, assisting patients with queries regarding onwards referrals/pending diagnostics, and being first point of contact for queries from the clinical team.
• To develop and maintain tracking systems to monitor patients and to monitor the quality of patient pathways using Trust IT systems and acting to improve the quality of information within the Directorate.
• To use computer software to analyse data and produce ad hoc reports as directed by the Deputy Service Manager/Service Manager.
• To work with staff in clinical and non-clinical areas to assist in the implementation of changes to processes that support patient pathway improvement projects. This will involve motivating the team to adopt new practices.
Person specification
Qualifications
Essential criteria
- Minimum of 5 G.C.S.E. grade C in English and Maths or equivalent.
- Educated to A level or equivalent standard
Desirable criteria
- Evidence of on-going continuous personal development (CPD) and training
- Degree educated.
Ability/Knowledge
Essential criteria
- 2 year experience in a patient/customer/guest facing role.
- Experience of using Microsoft Office - Word, Excel & Outlook and other databases
- Experience of customer service in a multi-cultural environment
- Experience of prioritising own workload in a highly pressurised working environment.
- Evidence of excellent office management and organisational skills.
- Excellent telephone Skills
- Ability to handle patient data and information in a confidential manner.
Desirable criteria
- Experience of working for the NHS.
- Experience of using hospital databases
- Understanding of patient pathways and targets
Personal Qualities
Essential criteria
- Ability to build strong relationships with colleagues at all levels making a positive contribution to effective multidisciplinary team working.
- Excellent interpersonal skills with the ability to communicate effectively with people at all levels.
We expect all our staff to share the values that are important to the trust – being excellent, kind, responsible and respectful – and behave in a way that reflects these. More information on the vision and values of St. George’s University Hospitals NHS Foundation Trust is attached below.
Please note that this vacancy may close before the advertised closing date if sufficient applicants are received. Please check your email regularly as all candidates shortlisted for interview will be contacted and informed by email.
If you are appointed to the post, as part of your pre-employment check we will be required to verify your identity. The document/s you present for this purpose will be checked for their authenticity by scanning all known security features. These features will include:
- The machine readable zone
- An ultra violet image
- An infra red image
As part of your pre-employment checks, we will also be required to obtain satisfactory, written references. Please ensure that the referee details which you provide on your application form are correct. We require at least one written reference from your current or most recent line manager. We are only able to accept references from a professional work email address.
Telephone: 02082963786
Text: 07501066267
Email: [email protected].
Employer certification / accreditation badges
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Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Kieron Monfries
- Job title
- Assistant Service Manager for Genetics
- Email address
- [email protected]
- Telephone number
- 0208 266 6977
- Additional information
Morcia Allen
Service Manager for Genetics
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