The post holder will be responsible for working alongside the TLHC navigator. This role will make an active contribution to the management and co-ordination of the work of the TLHC service alongside secretarial support for the team. This will include:
* ensuring the delivery of a high quality service to the clinical teams
* enabling the delivery of all access standards
* compliance with administrative process, policy and guidelines.
Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improv.
Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
Main duties of the job
Ensure data is collected in 'real time' as patients pass through their referral, diagnostic and treatment pathway to meet the national statutory waiting time targets and provide data that will support clinical staff in delivering quality patient care.
Ensure clinical teams understand and apply national data definitions and are able to use the Trust's cancer tracking/information database.
Collect data from a variety of sources e.g. patient case notes, MDT meetings, clinical and administrative staff, to ensure all documentation is adequately maintained, and accurately enter data into required computer databases including Waiting Times and clinical databases.
Assist in data collection, analysis and the production of reports when required for the Trust's Management Teams, Lead Clinicians, the National Cancer Registry, Network audit programmes and service agreements to meet the Trust's statutory requirements.
Ensure that all data is kept securely to maintain the confidentiality of staff and patients at all times.
Work to reporting deadlines and inform line managers in advance of potential problems.
Ensure that all data items are completed as necessary and in accordance with agreed data definitions so local processes and outcome data can be compared with national benchmarks.
To support the proactive management of all relevant waiting lists and target reports, ensuring that patients do not breach their target waits including 2ww patients in accordance with local and national guidelines.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
Job responsibilities
Have knowledge of the latest local and national access standards and targets relevant to the specialty.
To support the proactive management of all relevant waiting lists and target reports, ensuring that patients do not breach their target waits including 2ww patients in accordance with local and national guidelines.
Working with the TLHC coordinator and NOLCP navigator to ensure that patients are proactively managed and are pulled through the administrative systems designed to support their care journey.
Ensure that all data quality issues are minimized.
Action data quality and other reports as directed by the Clinical Administration Manager.
Updating databases and audit management where relevant.
Ensure you follow the Trust's APN guidelines and any other standard processes within the Trust.
Working with the TLHC and NOLCP navigator to ensure that all outpatient clinical sessions for these services are booked with appropriate patients, in an effective and efficient way.
Ensure correspondence received into the department is dealt with efficiently and effectively.
Attend specialty meetings as required, including covering the booking and attendance at TLHC MDT.
Ensure that patients who are on a long-term condition pathway are managed in accordance with clinical protocol and trust policy, where relevant.
Ensure that patient case-notes are managed in accordance with Trust policy.
Ensure that telephone queries from colleagues and from patients are both answered and dealt with in a timely way.
Be fully conversant and comply with all Trust standard processes, policies and guidelines.
Actively contribute towards the achievement of all administrative quality and performance standards.
Take an active role in all processes designed to support the clinical pathway.
To support the management of clinical commitments and the diaries for the relevant clinical team.
Respond in a prompt fashion to all complaints in order to minimise the risk of them becoming more formal, seeking advice where necessary.
Communicate with all levels of Health care staff, including GPs and deal with anxious patients and their relatives/carers with tact, patience and discretion.
Cover colleagues during annual/sick leave. Supervise new staff/students and support colleagues/other staff when required.
Use the Trust IT systems on a daily basis to produce and extract information for patient care.
Provide general administrative support to the clinical team and the clinical pathway as appropriate.
Carry out any other duties as directed by the Clinical Administration Manager/Specialty Co-ordinator.
Data Administration
Ensure data is collected in real time as patients pass through their referral, diagnostic and treatment pathway to meet the national statutory waiting time targets and provide data that will support clinical staff in delivering quality patient care.
Ensure clinical teams understand and apply national data definitions and are able to use the Trust's cancer tracking/information database.
Collect data from a variety of sources e.g. patient case notes, MDT meetings, clinical and administrative staff, to ensure all documentation is adequately maintained, and accurately enter data into required computer databases including Waiting Times and clinical databases.
Assist in data collection, analysis and the production of reports when required for the Trust's Management Teams, Lead Clinicians, the National Cancer Registry, Network audit programmes and service agreements to meet the Trust's statutory requirements.
Ensure that all data is kept securely to maintain the confidentiality of staff and patients at all times.
Work to reporting deadlines and inform line managers in advance of potential problems.
Ensure that all data items are completed as necessary and in accordance with agreed data definitions so local processes and outcome data can be compared with national benchmarks.
Person Specification
Qualifications
* Proven good general standard of education (GCSE grade 4-9 (A-C) English and Mathematics)
* Proven OCR III keyboard skills or equivalent demonstrable experience
* Proven NVQ III in Administration or equivalent demonstrable experience.
Knowledge and Experience
* Excellent IT skills, in particular in Microsoft Excel
* Demonstrable experience with data management and presentation
* Demonstrable experience working within a busy admin environment
* Proven knowledge of waiting list management
* Proven knowledge of patient management systems
Aptitude and Abilities
* Good communication skills, both written and verbal
* Analytical mind
* Advanced and accurate keyboard skills
* Used to working with staff at all levels
* Ability to deal with difficult / anxious people using tact and diplomacy
* Ability to resolve conflicting situations
* Ability to use own initiative
* Knows when to seek advice
* Ability to prioritise workload and work to deadlines
* Ability to multi-task
* Ability to deal with complex situations
* Excellent organisational skills and good attention to detail
* Ability to work within an agreed performance and quality framework
Disposition, Attitude and Motivation
* Team player, but also able to work under own initiative
* Handle sensitive information (performance / political / patient level) with appropriate discretion
* High level of concentration to be sustained for long periods
* Does not accept poor behaviour from self or others
* Dedicated
* Motivated to learn new skills
* Positive attitude in all circumstances
Other factors
* Able to work flexible hours to support colleagues
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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