About this role
Job summary
The pathway scheduler is responsible for, with direction from the Pathway Scheduler Team Leader, supporting the coordination of haematology and oncology pathways within St George's NHS Trust. The coordinators will be responsible for the scheduling of appointments in outpatients, day units and elective admissions.
The post holder will also update patient records on Cerner (iClip), manage incoming correspondence, organise patient records, prioritise workloads, arrange meetings where required, and provide administrative support to ensure the effective delivery of the service.
Main duties of the job
1. To have excellent keyboard and Word processor skills in Microsoft Word, Excel and Outlook.2. To identify the most appropriate layout of complex documents, e.g. reports, minutes of meetings.3. To organise file management system for files - making up new files, storing discharged files and making arrangements for off- site archiving.4. To identify of any problems with the functionality of file management, and to raise this with the Speciality Manager and Clinical Leads.5. To manage incoming correspondence, ensuring that it is promptly dealt with by theappropriate member of staff.6. To manage other general correspondence, which may include distressing or emotionalcontents, e.g. discharge summaries, memoranda and miscellaneous reports as required,ensuring all correspondence meets the Trust's current formatting standards.7. To arrange, plan, take and transcribe accurate minutes for meetings and conferences asrequired.8. To assist in the compilation of reports, audits, teaching materials, research papers andslides within agreed time frames as required.9. To act independently, ensuring that daily tasks and on-going workloads are prioritised andcompleted in agreed time frames.10. To undertake photocopying as necessary.11. Update of medical records and the Cerner (iClip) with patient's details as required.12. To locate, collect and book patient's records in and out of the department as required.
About us
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.
At gesh we are committed to supporting flexible working arrangements. Applicants are encouraged to discuss any flexibility they may need during the recruitment process.
Job description Job responsibilities
Coordinate patient pathways by scheduling appointments in line with clinical guidance and Trust policies. Liaise with consultants, multidisciplinary teams and administrative colleagues to ensure the timely delivery of patient care. Prioritise urgent admissions and manage outpatient, day unit and elective inpatient activity. Maintain accurate patient information and update records on Cerner (iClip) and other Trust systems. Monitor worklists, departmental inboxes and patient pathways to ensure timely action is taken. Communicate appointment details to patients using telephone, email, text message and letters as appropriate. Arrange patient transport where required and implement the Trust's DNA and cancellation policies. Respond to patient, clinician and departmental queries in a professional and timely manner. Ensure data quality standards are maintained by recording and updating patient information accurately. Escalate issues affecting waiting times, clinic capacity or patient pathways to the appropriate manager. Contribute to service improvement by supporting changes to administrative processes and performance monitoring. Work collaboratively with the multidisciplinary team to deliver an efficient, responsive and patient-focused service while maintaining confidentiality and compliance with Trust policies.
Person Specification
Qualifications & Training Essential
5 GCSEs/equivalent qualifications or equivalent experience Willing to undertake any further study and learning to enhance ability to carry out job role more efficiently
Desirable
Evidence of further study (e.g. in house courses)
Experience Essential
2 years' experience in an administrative support role in a patient-focused setting of which: 1 year NHS experience within St George's Healthcare NHS Trust in an administrative support role
Desirable
Staff supervisory experience Understanding of Haematology and Oncology pathways. Experience of using Patient Administration System (PAS) systems. NHS experience
Personal Attributes and Leadership Essential
Has worked in a team of people from a wide variety of backgrounds and understands the principles of equality and diversity Can demonstrate leadership qualities & personal characteristics as per JD Is able to use own initiative where appropriate Is able and willing to undertake instructions from senior staff members Is able to both work alone and as part of a team in a productive manner Is able to work to strict deadlines
Skills & Abilities Essential
Good command of the English language (including grammar) Good numeracy skills Well-developed customer care skills Practical approach to problem solving Practical approach to problem solving Is able to prioritise workload Familiar with Microsoft Windows, Word and Excel Is able to accurately file and retrieve documents (both paper and electronic)
Desirable
Competent Choose and Book user Familiar with Microsoft PowerPoint
Knowledge Essential
Knowledge of NHS agenda for Outpatients (e.g. Choose & Book, National Care Records Service, 18 week target) Good understanding of work practices and procedures Trustwide which may impact on outpatient services Knowledge of the role of Caldicott Guardian and the Data Protection Act Experience of dealing with informal customer/patient complaints
Desirable
Understanding of NHS Complaints processes and timeframes Knowledge of Freedom of Information Act
Communication Skills Essential
Confident verbal communication skills The ability to produce clear, concise and written documents e.g. emails, letters, memos, agendas Able to communicate with tact and sensitivity where appropriate
Desirable
Good presentation skills
Managing Finance/ Resource Essential
Understanding of what is involved in managing resources
Desirable
Understand the principles of how to manage a budget Experience of working with a team to reduce expenditure
Other Requirements Essential
To have smart and professional appearance at all times Good time-management skills, including punctuality Understanding of Trust's Equality and Diversity policy
Desirable
Ability to use the Cerner Millennium (iClip) and the Electronic Patient Record (EPR) or equivalent.
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.
Employer details Employer name St George's University Hospitals NHS Foundation Trust
Address St Georges Hospital
Blackshaw Road
Tooting
SW17 0QT
United Kingdom
Employer's website https://www.stgeorges.nhs.uk/ (Opens in a new tab)