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Role:                                             Patient Pathway Coordinator
Salary:                                          £22,000 – £23,000
Location:                                      Sheffield, S10
Type:                                            Permanent


2fawcett are recruiting for a Patient Pathway Coordinator, to join a company located in Sheffield on a permanent basis.  The Patient Pathway Coordinator will be responsible for administration relating to patient’s pathway of care. As part of the multi-disciplinary team you will provide expertise in the management of the patient pathway from referral to discharge, ensuring the entire pathway is managed smoothly.

The Role & Responsibilities of the Patient Pathway Coordinator

Outpatient Pathway

  • Process and log all referrals, including paper and e referral system.
  • Schedule new and follow up appointments, ensuring that capacity is proactively and efficiently used.
  • Booking patients into the right clinic to ensure that they are seen by the most appropriate clinician first time and for subsequent follow up appointments.
  • Ensure that any diagnostics and investigations that are required as part of the patient pathway have been requested and that the results are available for consultations.
  • Co-ordinate appointments and procedures at other hospitals and organisations, where the pathway requires input from these.
  • Ensure outcomes of clinic attendance have been accurately recorded on our CRM.
  • Reschedule outpatient clinics in line with waiting time policies.
  • Ensure all letters are processed in accordance with standard operating procedures.
  • Liaise with patient records staff, clinical colleagues, other admin teams and other organisations to ensure all medical notes, referral letters, results and discharge summaries are available for outpatient appointments and consultations.
  • Ensure clinics are appropriately prepped with all necessary documentation and any equipment required.

Pathway Tracking

  • To use the 18-Week Referral to Treatment (RTT) to manage all outpatient and elective patient journeys.
  • Lead on the validation of the RTT Patient Tracking List (PTL). Investigate and take the appropriate action where pathways are incomplete to ensure that patients are receiving timely treatment and information is robust.
  • To be responsible for identifying and escalation any issues to the Director of Operations which compromises delivery of the 18-Week RTT pathway, e.g. lack of capacity either in outpatients or theatres.
  • Ensure inter-provider transfers are timely and that the appropriate paperwork has been completed and sent or received.
  • Liaise with internal and external colleagues to share patient pathway and diagnostic information.
  • Manage and monitor outpatient and theatre scheduling making best use of capacity.
  • Ensure the organisation’s systems are updated with patient pathway status information and that data quality is maintained.
  • Proactively manage the pathway to avoid breaches and take steps to resolve any issues.

Inpatient Pathway

  • Ensure that the organisation’s agreed standard of service is delivered to patients requiring elective admission to specialty.
  • Ensure details of patients to be admitted are entered onto the PAS, recording accurate information.
  • Schedule elective admissions, contacting patients offering them a choice of admission dates and agree with them the date of admission.
  • Act on outcome of pre-operative assessments in timely manner.
  • Ensure that appropriate tests and investigations are arranged and completed, with results available before surgery.
  • Liaise with theatres to ensure that specialist equipment is available where needed and that theatre slots are utilised appropriately. Ensure ward, surgery areas and clinical teams are aware of patients who have been booked in for surgery and any special requirements for the admission.
  • In line with departmental protocols, communicate basic clinical information to patients relating to their procedures and treatments, ensuring appropriate distribution of patient information.

General Administrative

  • Use IT systems and specialty databases to ensure relevant and accurate information is recorded.
  • Investigate patient DNAs, communicating the results to the consultants and managers as appropriate.
  • Cancellations – communicate details to the clinician ensuring all information is available.
  • Ensure healthcare records are tracked to the correct location.
  • Handle post according to standard operating procedure.
  • Manage consultant diaries in accordance with standard operating procedures.
  • Undertake general typing duties e.g. references, medical reports.
  • Provide cross cover within specialty/admin team.
  • Attend meetings for service development initiatives as required.
  • To be able to contribute to specialty improvements and efficient processes.
  • Demonstrate high levels of customer care and be an ambassador for customer care within the organisation.
  • To be the friendly, sensitive, and accessible focus for patient and carer communication, ensuring that all patients have the opportunity to agree their appointment and admission dates.
  • Act as the communication hub for clinical team, GPs, patients and their relatives, as well as internal and external organisations.
  • Promptly answer telephone enquiries, taking and relaying messages in polite, and helpful manner, taking action as appropriate.
  • Ensure interpreting facilities are available when required for patient consultations.
  • Send written confirmation of appointments and admissions to all patients.
  • To be responsible for timely written and verbal communications with patients, clinicians, nursing staff and management.
  • Ensure that all information distributed to patients is accurate and up-to-date.
  • Attend clinics where appropriate to co-ordinate the patient pathway.

Patient Records – Security & Management

  • Ensure that Patient Records movements are always tracked, and that annotations are made on PAS where applicable, to enable full traceability and availability.
  • All Patient Records are stored and processed in accordance with the organisational guidelines and meets Information Governance standards.
  • Ensure that all “medical/clinical notes” and correspondence are completed accordingly, merged and filed into the Patient Records.

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