To provide a comprehensive administrative and support service for the Urology Cancer and Benign Multi-Disciplinary Team Meetings (MDT) and SMDT meetings.
Main duties of the job
* Support the Urology MDT leads in ensuring the provision of an efficient and reliable service.
* Responsible for the collection of histology, radiology and clinical information in order to compile the weekly MDT list of patient's.
* Liaise and communication with all members of the multi-disciplinary team and clinicians both hospital and community based to receive referrals and requests for MDT discussion.
* To manage the caseload for the MDTs and record outcomes on the electronic patient record system.
* To prepare Specialist Multi-Disciplinary proforma, collecting and ensuring transfer of relevant information such as histology, radiology and clinical information to regional Cancer Centres. Meeting specified regionally agreed timelines. Supported by the Nurse Specialists and Consultants.
* Act as a point of contact for receipt of patient information from regional SMDT's and ensure any ongoing actions or information is forwarded to the appropriate clinician to action.
* A knowledge of the Cancer Pathway in relation to the 2 week wait, 31 and 62 day timeline. Including the 18 week referral to treatment pathway.
* Ensuring the patient has appropriate appointments within their pathway liaising with Cancer Pathway Co-ordinators.
* To develop/utilise present systems to assist in the tracking of prostate cancer patients in regard to meeting the 28 day referral to diagnosis target which comes into place in April 2020.
Job responsibilities
* Responsible for preparation of the Urology MDT lists including collation of histology, radiology and clinical patient information.
* Co-ordination of meetings and communication with all team members including consultants, nurses, radiology, histology, GPs, practice managers and patients.
* To attend the MDT meetings and take minutes.
* To ensure that GPs are notified electronically within 24 hours of the MDT meetings.
* To ensure in conjunction with the Urology Nurse Specialists, appropriate follow-up action from MDTs are brought to the attention of the relevant team/consultant secretaries.
* Liaise with other specialist MDTs to list Urology patients for discussion as required.
* To maintain all filing systems to ensure the smooth running of the MDTs.
* To ensure in conjunction with the MDT leads that appropriate follow up actions from MDTs are initiated and where required brought to the attention of the relevant team/consultant/PA.
* Liaise with the Urology MDT Co-ordinator in relation to patients for onward transfer to the Cancer Centres, ensuring transfer is in accordance with local and national cancer waiting times.
* To prepare all the electronic proformas for patients onward transfer to the Cancer Centre, in accordance with the local SMDTs Guidelines. Including relevant reports and transfer of radiological images and request for transfer of histology. Liaising with appropriate departments and Cancer Centre MDT Co-ordinators. In accordance with national and local cancer waiting time targets.
* To ensure in conjunction with the Cancer Centre MDT Co-ordinators timely receipt of SMDT discussion outcomes and in liaison with the Urology Nurse Specialist and Urology and Oncology Consultants the outcomes are actioned. The meetings are held weekly.
* Document SMDT outcomes on patient electronic records and Evolve printed hardcopy.
* To assist in the organisation of the Annual Service Review Meeting and other meetings. conferences, study days, support groups and awareness campaigns; arranging venue, catering and equipment etc.
* Liaise with the Urology Cancer Patient Pathway Co-ordinator to ensure relevant patient information relating to their cancer pathway and clinical information to assist with their collation of data for Somerset and the National Prostate Cancer databases.
* Follow up investigation results as required.
* To input data in connection with urology patients onto the database as required by the Urology Nurse Specialists.
* To assist in the collation of figures for Cancer Peer Review/Audit for reporting purposes, liaising as necessary for fast-track cancer notification. Including transfer of patient information to the Cancer Centres to facilitate onward referrals.
* To book patient appointments ensuring those appointments are within the patient pathway timelines.
* To participate in the annual Service Review Meeting and other meetings as required.
* Work as a member of the Urology team supporting other team members as necessary and ensuring good communication channels are maintained.
Research & Audit
* Working from guidelines to identify the appropriate information from patient records and MDT minutes for inclusion in the Urology database, by inputting the data.
* Providing annual reports, audits and information as required from the relevant databases.
* Liaise with the Cancer Services Lead Manager and Urology Cancer Patient Pathway Co-ordinator to ensure relevant patient information is available as required.
Policy & Service Development
* To take part in the induction/training of new members of staff as required.
* To ensure that patient information systems are used to enhance the efficient running of the service. To work with the team to support the development and introduction of new technology and service improvement.
Communication
Communicate information to various levels of the multi-disciplinary teams internally and externally verbally and in written format.
Analytical and judgemental
The post holder will be expected to use their judgement in a number of situations such as when speaking to patients/relatives and when to elevate patient queries/concerns, booking patient follow up appointments appropriately and rescheduling clinics requiring an understanding and knowledge within a specific area. The post holder will be expected to follow trust policies and guidelines.
Planning and organisational Skills
The post holder will be responsible for prioritising their own day to day work load, maintaining the clinicians diary, scheduling meetings and sharing agendas where appropriate, collating documentation for inclusion in MDT meetings. The training and mentoring of new staff.
Governance
To follow trust policies.
Finance and Resources
Observes personal duty of care in relation to equipment used in course of their role.
Leadership and management
Part of the post holders role will be to support and mentor new members of the departments administrative team within their own discipline.
Person Specification
Education and qualifications
* Excel knowledge
* Good Standard of General Education (Including Maths and English)
Experience and knowledge
* Previous experience in administration
* Previous NHS or related environment
* Medical Terminology
Skills and abilities
* Microsoft Office
* Accurate Key Board Skills
* Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
* Able to liaise with various Team members
* Full understanding of Trust Policies regarding leave requests.
* Knowledge of the Hospital Administration System
* Understanding of Databases
* Audio/touch Typing
* Clear and precise communication skills
* Good telephone manner
* Calm under pressure
* Able to meet deadlines
* Good interpersonal skills
* Good organisational skills
* Friendly and helpful manner
* Caring attitude
* Ability to work on own initiative or part of a team
* Flexible approach to working hours
* Able to demonstrate an understanding of issues relating to confidentiality
* Proven record of good timekeeping and attendance
* Understanding Trust Policies with regards to requests for leave
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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