Patient Pathway Co-ordinator

Job overview

An exciting opportunity has arisen for a Patient Pathway Co-ordinator for the South East London Breast Screening Programme, in the Breast Radiology Department at Denmark Hill, King’s College Hospital. We are looking for an enthusiastic and proactive person to join our administration team of eight and department of over 60 to provide excellent patient pathway support for patients who have recently attended for their breast screening. This will include co-ordinating and attending our multidisciplinary meetings which take place three times per week and liaising closely with our cancer wait team and nursing staff. You will be required to work independently and as part of a multidisciplinary team. You will possess excellent communication skills, be able to prioritise and organise a varied workload and be IT literate with working knowledge of MS Word, Excel, Teams and Outlook. We welcome applications from candidates who can build effective working relationships at all levels both within the Trust and externally and work using their own initiative.  In return, the post holder will be supported in their role through training, supervision and opportunities to develop.

Due to the nature of the post, applicants must be female (this provision applies under the Sex Discrimination Act 1975 section 7(2) (b) in relation to GOQ)

We highly recommend an informal visit to meet the team and see the department

Main duties of the job

To co-ordinate all activities related to multidisciplinary team (MDT) with a focus on supporting the patient pathway between breast screening and breast cancer treatment. To prepare multidisciplinary meeting (MDM) patient lists, attend meetings and refer patients with breast cancer to surgical teams. Track the progress of patients on the Patient Tracking List (PTL), monitor the 28 day faster diagnosis standard, 62 day pathway targets and identifying next steps. To act as a central contact for treating centres. To work collaboratively with other MDT members to ensure the appropriate management of patient information, transfer of imaging and pathology between breast screening and treating centres. The post holder will assist in ensuring a positive patient experience and have good communication channels with relevant staff and organisations. The Patient Pathway team manage referrals from external Trusts for specialist diagnostic procedures. These patients must have their pathways taken into account when booking appointments. The post holder will read, understand and follow the National Cancer Waiting Times Guidance, work independently and follow the policies for the department and Trust and use their own initiative, have flexibility in relation to the demands of the service and deal with ad hoc requests therefore time management and planning skills are required. 

This post may develop over time to meet the needs of the clinical unit and the changing demands on the service.

Working for our organisation

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

Supporting & Co-ordinating the MDT Meetings

Format and distribute weekly multi-disciplinary meeting (MDM) lists of breast screening patients to be discussed as advised by medical and nursing staff, adhering to pre-agreed deadlines

Be available at 8.00am on the days of an MDM to ensure issues are resolved before the wider team arrive 

Determine patient pathway after attendance at assessment (liaising with nurses and looking up information) 

Take responsibility for recording details of all patients discussed at MDM, record outcomes and disseminate to treating centres and Trust management

To complete Inter-Trust Transfer (ITT) forms when referring breast screenings patients to an outside Trust for surgery, treatment or further diagnostics, ensuring that a minimum clinical data set is provided. Ensure all relevant paperwork and imaging, where relevant, is sent to treating Trusts in a timely manner to ensure the national breast cancer screening targets are met. Liaise with the breast radiology PACS (digital imaging) team

Re-list patients on an MDM list for the following week on your own initiative or at the request of clinical staff if further pathology results or imaging discussion is awaited 

Maintain a list of attendances at MDMs and supply attendance figures to clinical staff for their appraisals 

Audit MDM pathways (documentation, availability of information, accurate outcomes, transfer of information to external trusts) to ensure robust work processes

Data Management & Data Quality

To enter all patients recalled to assessment from the South East London Breast Screening Programme onto the EPIC hospital system and begin their 62-day pathways

To have a sound understanding of cancer waiting times targets 

Populate faster diagnosis standard fields on EPIC and diagnosis-communicated dates on NBSS, the National Breast Screening software system

Attend the weekly Cancer Waiting Times meeting (when applicable) to report on breast screening cases

To continually input and update patient information accurately on EPIC, including identification of relevant information from patient tracking lists (PTL). This includes determining referral start dates and targets along the pathway, whilst liaising with outside sources and external Trusts

Record required cancer outcome and services data set (COSD) data on EPIC

To be aware of adjustments that can be made along a patient’s pathway by having an understanding of these with regards to the cancer waiting times

Facilitate the liaison with other departments within the hospital and external trusts to ensure all relevant information, including imaging and slides, are available for MDM discussion

Create a system to ensure that all packets and breast screening documentation are tracked appropriately

Contribute to the continuous development of information systems to improve data quality

Supporting Clinical Teams

To identify whether patients require MDM discussion or when indicated by the clinical teams

Maintain a record of interesting cases, subtle signs, B3s, teaching cases and projects recorded at MDM

To be an active member of the MDT at MDM gather data/information and provide support to the clinical team e.g. what clinical information is available for review

To communicate clearly and effectively with regards to patient progress and target dates and act as a point of contact for clinical teams within King’s College Hospital and outside Trusts

Admininstrative Responsibilities

Inform the data team of interval cancers following identification at MDM by the consultant radiologists

To be responsible for the formulation and auditing of new work instructions and protocols for the patient pathway and MDM for the Quality Management System

To ensure a timely handover to the appropriate team member before going on leave

Provide admin support relating to the role of Patient Pathway Co-ordinator for the nursing team as required

Report any potential clinical governance issues, process issues or complaints to the Patient Pathway Manager, so they are dealt with in a timely manner

With the appropriate training and supervision to be able to provide reciprocal cover in the absence of other administrative colleagues as reasonably requested by the management

To take part in training and personal development as recognised within the appraisal process

To attend administration meetings

Observe and maintain strict confidentiality of personal information relating to patients and staff

Receive and respond to email and in-basket queries (on EPIC)

Person specification

Essential

Essential criteria

• Educated to at least GCSE level or equivalent, with grade C/4 in English & Maths
• Excellent written and verbal communication skills
• Excellent organisational, time management and problem solving skills

Desirable criteria

• Working knowledge of hospital systems (e.g. EPIC)
• Experience of working as a Patient Pathway Co-ordinator, MDT Co-ordinator or Patient Flow Co-ordinator

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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