Provide operational support to the South West Transplant Centre (SWTC) team as required. Work with the transplant centre team to develop and implement any new or updated processes, policies, or procedures relating to transplantation. Collaborate with the service line management team to enhance the smooth management of the department.
Triage the patient helpline and staff queries, resolving straightforward administrative inquiries and forwarding complex clinical issues to the most appropriate team member. Support in the management of joint inboxes and manage communication between the SWTC and key stakeholders/partners, including GP surgeries, referring centres, and other NHS organisations such as Organ Donation and Transplantation, ensuring efficient and effective actioning of emails, written communications, and phone calls.
Coordinate and arrange all meetings and multi-disciplinary events for the SWTC, including the Transplant Steering Group, the trust-wide Transplant Committee, South West Transplant Nursing Committee, and Annual Transplant Day. This includes sourcing funding, liaising with speakers and attendees, managing pharmaceutical company sponsorship, booking venue/catering, taking minutes, and seeking feedback.
Maintain and update the SWTC website in conjunction with the team. Maintain the annual review database of all transplanted patients and coordinate their in-depth annual review with nursing staff alongside routine follow-up. Manage the transplant and living donation patient referral to treatment pathway, including coordinating new referrals and inter-provider transfers, keeping iPM fully up to date with patient details, waiting list information, and RTT status.
Assist the live donor nurses by supporting the live donor programme, from self-referral to nephrectomy and follow-up. This includes supplying educational information, making arrangements, and maintaining communication with all parties. Manage living donor and transplant recipient incoming and outgoing referrals, which may involve communication with external hospitals.
Manage booking legal approval appointments for living donor and transplant recipient patients. Coordinate the booking of live donor nephrectomies and transplants into the allocated transplant theatre lists alongside the live donor coordinators and relevant transplant surgeons. Assist with patient investigation appointments and obtaining results in line with ensuring patient pathways are met in a timely manner, liaising with external hospitals as required. Send letters to KSS patients regarding outcomes and create donor packs for registration.
Manage the booking of complex transplant clinics. Liaise with the Outpatient Appointment Centre (OAC) to ensure all clinics are fully utilised. Ensure that appropriate clinic follow-up is actioned, including outpatient appointments, investigations, adding patients to waiting lists, re-admissions, and referrals to other consultants/departments.
Complete all clinic typing for transplant assessment clinics, nurse follow-up clinics, and surgical clinics, prioritising workload effectively. Manage the pharmacy phone and coordinate any prescriptions for home deliveries in a timely manner. Use Patient Knows Best, an internet-based patient system, to register new patients, reset passwords, and assist patients with queries. Action data quality and other reports/performance monitoring as required by the Clinical Administration Manager.
Ensure that the medical case notes for all patients active on the national transplant waiting list remain available whenever possible, and ensure that all case notes within the clinical office are traced correctly. Support the management of clinical commitments and the diaries for the SWTC nursing team. Ensure that all results, reports, and letters are accurately filed in medical notes. Maintain knowledge of the latest local and national access standards and targets relevant to transplantation and live donation.
Collect medical case notes from Main Outpatients following clinics as required. Cover for other administrative colleagues during annual leave/sickness or peak workloads and contribute to training new staff members. Support and mentor junior members of staff. Undertake stock control of stationery and other supplies in the clinical office and arrange for further stocks to be ordered via the appropriate colleague or department. Exposure to distressing/emotional circumstances may occur, including typing letters of a distressing nature and dealing with distressed, anxious, and angry patients and relatives in person or by telephone.
Requirement to work at a VDU screen for at least 75% of the working day. Always carry out roles and responsibilities as per the Trust's values. Sitting in a restricted position for long periods of time.
#J-18808-Ljbffr