About this role
Job summary
Job overview
The Pathway Coordinator will play a key role in supporting the Anaesthesia Service by providing comprehensive administrative, scheduling and pathway coordination support. The post holder will be responsible for proactively managing patient pathways, ensuring patients are tracked effectively through their journey and that all necessary investigations, appointments and admissions are coordinated in a timely manner. Working closely with Consultant Anaesthetists, clinical teams and operational colleagues, the Pathway Coordinator will oversee theatre scheduling, waiting list management and rota coordination, whilst providing high-quality secretarial support. The role requires excellent organisational, communication and problem-solving skills, with a focus on delivering a responsive, patient-centred service and ensuring the efficient running of the Anaesthetic Department.
Main duties of the job
Main Duties of the JobCoordinate and monitor patient pathways, ensuring patients progress through their treatment journey efficiently and within agreed timescales.Manage waiting lists, admissions, investigations and theatre scheduling, ensuring accurate tracking and communication throughout.Maintain and manage theatre operating lists, ensuring changes are actioned promptly, patient pathways are accurately reflected and consultants, anaesthetists and theatre teams are kept informed of any amendments.Provide comprehensive administrative and secretarial support to Consultant Anaesthetists and the wider Anaesthetic team.Coordinate anaesthetic theatre rotas and short-notice cover arrangements, escalating capacity issues where required.Act as a key point of contact for patients, clinicians and external organisations, providing a professional and responsive service.Liaise with multidisciplinary teams to ensure referrals, investigations and treatment plans are coordinated effectively.Support service improvement initiatives and contribute to the development of administrative processes and patient pathway management.Maintain accurate patient records and ensure compliance with Trust policies, patient access standards and information governance requirements.
About us
As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.
We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community.
We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortic.
Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms.
Please visit our website - https://www.lhch.nhs.uk/
Please follow this link for a tour of our site - https://bit.ly/36ylsoq
Job description Job responsibilities
Principal Accountabilities
The post-holder will coordinate all aspects of activity within the service line and be responsible for ensuring that the patient is tracked through the pathway and synchronising diagnostic tests and reviewing work practices. In addition, the Pathway Coordinator will be responsible for ensuring all patients within their portfolio are monitored and tracked, and ensuring information is communicated to the appropriate clinical and wider administrative staff within the Trust.
General Duties & Communication
Planning and scheduling theatre lists and updating the operation lists with anaesthetist
To arrange admissions and maintain waiting lists including the monitoring of progress with diagnostics and coordination with future treatment plans as required
Maintaining Consultant Anaesthetists and senior registrars diary including recording any requests from consultants and teaching sessions
Dealing with complex situations around covering shifts sometimes at very short notice
Escalating capacity issues to the Divisional Management Team as appropriate
To liaise with external agencies including coroners office, other hospitals, primary care,
DVLA, and DWP and provide reports/results where appropriate
To liaise with other departments and take action where appropriate
To relay critical information swiftly and accurately to internal and external partners
Providing information to the management team when requested and use initiative to escalate any issues as appropriate
Planning and scheduling theatre/Cath lab/operation lists in conjunction with the according to patients clinical priority and length of wait
To use initiative with regard to patient referral letters and to take appropriate action to ensure that patient needs are met
Patient Liaison & Engagement
To act as first point of contact for many patients, parents and members of the general public seeking information and support from the hospital. The post holder must be able to triage the calls appropriately, as well as deal sympathetically with people who may be bereaved. Assessing priorities and initiating action as required
To provide an agreed level of general and clinical information relating to tests and investigations to patients. Demonstrate judgment to know when to pass the caller/patient on to a member of the clinical team
To be able to arrange and schedule outpatient appointments (if required), day cases and investigations for patients (this will involve monitoring and tracking multiple tests and information for this action may come from various sources). Ensure that patients are informed accordingly
To liaise with PALS about patient care and concerns
To attempt to resolve informal complaints and to support the formal complaints process
Team Working
Work with the Management team in the Division and work with wider teams across the Divisions
Provide cover for anaesthetic consultant secretary for periods of leave
Co-ordinating cover for theatres
Distributing weekly rota to consultant anaesthetists
Policy & Service development
To participate actively in team discussions on business planning and service development of administrative and scheduling systems, including the implications on these systems of changes in clinical practice
To promote and maintain standards of health and safety within the work environment, reporting and recording accidents / incidents promptly
Being aware of and adhering to administrative procedures and protocols relevant to the post
Ensure the Trusts patient access policy is adhered to
To be involved in the training and supervision of temporary and junior administrative staff appointed to the unit
Education and Training
To contribute to and agree a continuing Personal Development Plan.
To attend internal or external courses as agreed within the plan or ad hoc training and development as requested by management.
To attend on-going refresher training within their job role as legislation changes and upgrades to the PAS, EDMS or other local systems are introduced.
Ensure mandatory training including Information Governance training is maintained within compliance date arranging time with line manager to complete when required.
Participate in departmental meetings and awareness sessions as and when required.
Employees are expected to develop their IT skills necessary to support the tasks included in their post. They will, therefore, be required to undertake any necessary training to support this.
Person Specification
Qualifications and Education Essential
GCSE English C or above or equivalent Training and Experience to Vocational Level 3 or equivalent
Desirable
Audio typing and word processing skills 60wpm or RSA level 3 or equivalent ECDL NVQ level 3 business admin or customer care equivalent
Knowledge & Experience Essential
Microsoft Office Conversant with Secretarial/Administrative Practice Previous secretarial/office experience Supervision/delegation of tasks Working in a team maintaining confidentiality
Desirable
Microsoft Excel Digital dictations system Previous NHS experience Advanced keyboard skills Audiotyping Patient pathway management waiting list management PAS Medical Terminology
Skills and Abilities Essential
Excellent communication and interpersonal skills Ability to prioritise Reliable and works to high standards Adaptable to change Sensitive and Caring Able to work on own initiative Excellent organisational and time management skills
Desirable
Problem Solving
Values & Behaviours Essential
Flexible Positive approach to work Professional Attitude to work diplomatic and calm under pressure Ability to work flexibly and adapt to changes in work circumstances Reliable and self-motivated Able to work on own initiative and as part of a team Thoroughness and attention to detail Effective organisational, prioritising and time management skills Demonstrate a proactive approach to work Strong interpersonal skills, concise verbal and written 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.
Employer details Employer name Liverpool Heart and Chest Hospital
Address Liverpool Heart & Chest Hospital
Thomas Drive
Liverpool
L14 3PE
United Kingdom
Employer's website https://www.lhch.nhs.uk/ (Opens in a new tab)