Patient Pathway Administrator - Clinical Genetics
Anopportunity has arisen to join our Patient Pathway Administration team in theYorkshire Regional Clinical Genetics Service based at Chapel AllertonHospital, Leeds.
Thisis a pivotal role in our administration team and requires a dedicatedindividual with the ability to work well as part of a team, as well asmanaging and prioritising their own designated workload.
The weekly contractual hours will be 30 perweek, with a working pattern of Monday to Friday. Flexible working options willbe considered and discussed during the interview.
Main duties of the job
Toprovide administrative and clerical support to the Yorkshire RegionalGenetics Service.
Thepost holder will be responsible for the provision of a full and effectiveadministrative and clerical support service. They will also be responsiblefor inputting data onto the database such as PPM+, obtaining furtherinformation prior to patients being seen in clinic and/or being discussed atMDT meetings, including the updating of relevant patient administrationsystems. Information collected could include but not limited to consentforms, family history, post-mortems and test results. The post holder will beexpected to produce reports as required which also could include drawing afamily tree with the help of specially designed database. The post holderwill be expected to arrange and plan their own work in line with the team ona day-to-day basis within the overall demands and priorities of thedepartment.
About us
TheDepartment of Clinical Genetics is based at Chapel Allerton Hospital with asatellite unit in Hull Royal Infirmary and is part of the Leeds TeachingHospitals Trust. Our vision is based on The Leeds Way Values.
Weare a friendly and supportive team. Wehave embraced the recent national changes to genetic testing (whole genomesequencing) modernising our pathways, adapting how we deliver patient centredcare and increasing our support to mainstream colleagues.
LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.
Job responsibilities
DataCollection and Patient Pathway Tracking
To attend the Triage meetings andcomplete any actions as instructed by the Clinical team.
Collect all relevant informationrelating to patients in preparation for clinics or as requested by theclinicians. This includes information required for auditor reportingpurposes.
Use the Patient AdministrationSystem and other related support systems to ensure all relevant information /data is captured in patient medical records and/or electronic systems. Enterinformation onto PPM+, the clinical information system (database).
Track and coordinate patients alongtheir referral pathway, ensuring the correct point along the pathway isidentified on service database and system. This includes highlighting to therelevant manager when there are concerns about information not availablebefore patients are booked clinic appointments and patients not being treatedwithin their waiting time target.
Send and track receipt of FamilyHistory Questionnaires to patients to help support clinical decisions andmanagement of incoming referrals for cancer and non-cancer pathways. Thisincludes the drawing of a Pedigree (family tree) where appropriate.
Track patient clinical results andplace patients onto the relevant waiting list when received.
Liaise with relevant teamsincluding Clinicians, Patient Services Coordinator, Business Support Managerand the Administration team and ensure the 100% data capture and accuracy ofinformation entered onto the database in line with local and Trust policy.
Undertake data and patient pathwayaudits and system development where guided to help improve service quality.
To contribute to the production ofinformation for distribution across the Trust and to other relevantorganisations.
Use departmental database forrecording appropriate information as requested and producing reports.
MDTmeetings
To provide administrative supportfor MDT meetings as required e.g. organising meetings including ensuringrelevant clinical information and notes are available as required, checkingaccess arrangements, booking rooms and refreshments, organising travel arrangements,administering expense forms, liaising with members regarding dates, sendingout notice of meetings, agendas and minutes.
To attend and service MDT meetingsas required. This could include welcoming participants, organisingrefreshments, taking/typing up minutes and circulating them after approval,as well as completing agreed actions following MDT meetings.
AdminSupport
To provide a full clerical supportservice to the Clinical Genetics team including organising, sorting andfiling documents and papers; dealing with incoming and outgoing paper andelectronic post as required; photocopying, distributing information by postor email; typing letters such asstandard letters and other documents.
To deal with communications and adhoc enquiries from staff and service users, members of the public, and a widerange of external organisations and professionals. Receiving and relayinggeneral verbal/written messages and responding by supplying straightforwardinformation and guidance or referring to the relevant member of thedepartment or other Trust staff as necessary. This includes the management ofa shared email inbox.
To maintain and update mail-outsand labels for Trust and staff departments, advisory group members andvoluntary and community organisations and organising electronic or papermail-outs to such groups as required (typing, copying and posting etc.)
To adhere to relevant StatutoryInstruments and Trust policies and guidelines e.g. Data Protection, Healthand Safety, Confidentiality and personnel policies and guidelines.
To learn and adapt to new ways ofworking in a changing and developing environment.
The post holder will be responsiblefor the training of new staff coming into the team.
Any other admin duties relevant tothe role.
Person Specification
Additional Requirements
* Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health and safety etc.
Experience
* Knowledge of a wide range of administrative procedures
* A good awareness of and understanding of issues surrounding diversity and patient involvement
* Previous administrative/ clerical experience.
* Must be willing to attend relevant training courses
* Numerate
* Understanding of working in a complex organisation.
* Knowledge of databases and how to generate reports
* Knowledge of the NHS.
* Work experience in a health or social care setting.
* Personal or work experience of working with diversity e.g. disabled people, people from different cultures.
Qualifications
* GCSE in English and Maths
* Basic computer/typing qualifications
Skills & behaviours
* Commitment to principles of equality and diversity.
* Commitment to delivering quality services.
* Importance of maintaining confidentiality.
* Honesty and integrity
* Well organised, able to prioritise and to work on own initiative.
* Able to work effectively as part of a small team
* Good interpersonal skills and able to relate effectively to a wide range of people.
* Personable, patient, sensitive and flexible.
* Good command of spoken and written English.
* Good written and verbal communication skills.
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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