Band 4
Main area
Admin
Grade
Band 4
Contract
Fixed term: 12 months (37.5 per week Mon to Fri)
Hours
Full time hours per week
Job ref
FM-AG-VCG
Site
St Helier Hospital
Town
Carshalton
Salary
£32,199 - £34,876 Pa incl HCAS Outer pro rata
Salary period
Yearly
Closing
16/09/2025 23:59
At Epsom and St Helier Hospitals, above all we value respect. We put respect at the heart of all we do, by living up to our shared behaviours of kindness, professionalism, positivity and teamwork. This enables us to provide great patient care and make ESTH a great place to work. When you sign up to work with us, you sign up to this and we welcome applicants who share our values.
Job overview
Patient Pathway and admin coordinator for CFS, Microbiology, Phlebotomy and Transport Services
Full time Mon to Fri hours per week - 12 months Fixed Term Contract
Based in a specialty clinical team, the post holder will be the point of contact for all administrative and clerical issues relating to patients' pathway of care, tracking and supporting them from referral to treatment &/or discharge.
The postholder will provide a patient focused service that supports clinical staff in the provision of efficient integrated pathways that enable the best use of resources and ensure that patients are fit, willing and able to be treated and that they are treated in the right place, by the right person, at the right time.
The post holder will ensure high levels of patient care and will ensure clinician satisfaction by being an accessible, customer focused and knowledgeable point of contact.
Main duties of the job
* To work as part of a clinical team ensuring that patients are admitted efficiently for Outpatient appointments, pre-admission appointments, investigative treatments, diagnostic procedures and inpatient and day case operations within national guidelines and in accordance with the trust's Patients Access, Booking and Choice Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules. Ensure that patients are informed with reasonable notice, and that all relevant paper work is completed for given appointment. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s) including ERS within one working day of receipt/decision to treat.
Working for our organisation
St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey. Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).
After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.
Detailed job description and main responsibilities
Pathway Processes
* To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient attendances and admissions. This includes maintaining accurate computerised and manual records, inputting registration and waiting list data onto the trust's computer systems and ensuring that all patient records are kept up to date with any details relevant to the patient's attendance and/or admission.
* When necessary in conjunction with Medical Records ensure all patients' records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports, obtaining results from external organisations/healthcare providers and preparing them and patients' records for review by clinicians as required.
* Facilitate completion of prior approval/exceptional treatment forms prior to patients' attendance and/or admission in line with South West London Effective Commissioning Initiative
* To liaise with clinical staff to ensure that specialist equipment is available, where required, and that clinical teams (e.g. ward, outpatient department etc.) are aware of patients with specialist needs.
* Contribute to quality and cost improvement/ CQUIN initiatives to improve services.
* Facilitate the timely production and dissemination of all patient and healthcare professional correspondence, including clinical correspondence and discharge summaries, to achieve quality measures.
* Ensure that all patients are scheduled in accordance with outpatient, diagnostic and inpatient/day case waiting time targets and that attendance/admissions information is accurately recorded on all appropriate databases, including, but not limited to, iPM, iCM, PACS etc.
* To arrange translation services, in liaison with the appropriate departmental manager, as required. This may include foreign language &/or sign language translation. Ensure that such services are available for the period of patient attendance &/or admission as appropriate.
* To maintain an efficient system for the tracking of healthcare records and X-rays. This includes ensuring patients' records are available to clinical staff as required in adherence with the Trust Medical Records Policy. This may include receiving discharge summaries, histology reports etc. and preparing them and patients' records for review by clinicians. The postholder will keep the computer tracking system updated, ensuring that any medical notes in your possession are kept in numerical or alphabetical order and that they are kept in a non-public area and that all patient documentation is filled in patients' notes &/or transferred to appropriate ward, medical records &/or other departments as required
* To liaise with Clinical Coding Department to ensure that medical records are accurately and promptly coded following all admissions.
Phlebotomy coordination
* To co-ordinate and validate the activities of the routine blood collection services across outpatient, inpatient, GP Surgeries and clinics and the provision of an extensive Home blood collection Domiciliary service.
* To set and maintain high standards of patient care and blood sample collection.
* To competency assess team against set criteria framework to ensure that blood samples from patients are taken in a manner that makes the blood sample suitable for analytical, therapeutic or diagnostic testing and purpose.
* To effectively manage contingencies that arise during the day to day running of phlebotomy services.
* To co-ordinate and participate in the training of phlebotomists.
* To participate in people governance procedures such as staff recruitment and
appraisal and attendance management.
* To prepare and check staff rotas, attendance, staff wages and overtime claims.
To Co-ordinate the stock and non-stock ordering for phlebotomy
Person specification
Qualification
Essential criteria
* Good general education with GCSE or equivalent in English at grade C or above.
* Typing qualification
Desirable criteria
* ECDL
* NVQ level 3 in Business Administration or Customer Care of equivalent.
Experience
Essential criteria
* Experience of using a full range of IT/Patient administration systems including excellent typing skills. 60/70 wpm
* Experience of patient administration work in a healthcare setting
Desirable criteria
* A minimum of one year's experience working in a similar role in a hospital/health care setting.
* Medical Secretarial experience
Skills
Essential criteria
* Experience dealing with customer complaints and customer care.
* The ability to prioritise tasks effectively without direct supervision.
* Typing skills and the use of any dictation, voice recording systems for down loading, typing or outsourcing
Knowledge
Essential criteria
* Knowledge of NHS service provision including the pathway of care
* Knowledge of healthcare administrative systems and processes
* Understanding of medical terminology
* Knowledge of databases, spreadsheets e.g. PAS, Excel or similar applications
* Computer literate, with experience of using a keyboard.
Your application: Please ensure that you have read the job description and person specification and that your supporting statement reflects these, as your application will be assessed and scored against these criteria.
References: You will be required to provide 3 years of employment/educational history. We do notaccept references from personal email addresses such as Hotmail, Gmail etc. therefore please ensure you are providing professional working email addresses within your application form. If you are unable to provide professional email addresses and are invited to an interview, please ensure you advise the interviewers of this - otherwise, this may delay your pre-employment checks.
Closing date: In order to streamline recruitment within our Trust, we reserve the right to expire vacancies prior to the advertised closing date once we have received a sufficient number of applications.
Shortlisting: You will only be contacted via e-mail/SMS by the SWL Recruitment Hub if you are successfully shortlisted for this post. Please ensure that you check your Trac registered e-mail regularly.
DBS: We are committed to safeguarding children and adults who are at risk of abuse. As such, if this post will have access to children or vulnerable adults, you will be required to undertake an Enhanced Disclosure and Barring Service check. However, all employees have a responsibility for safeguarding children and vulnerable adults in the course of their duties and for ensuring that they are aware of the specific duties relating to their role.
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Disability Advice Line: SWL Recruitment Hub is committed to promoting equity and equal opportunities for individuals with disabilities. We believe that greater diversity and inclusion will lead to an even more positive impact on the people we serve. For support with job opportunities and reasonable adjustments contact our Confidential Disability Advice Line at:
Telephone:
Text:
Email:
Our confidential answering service is available after 5pm.
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Employer certification / accreditation badges
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.