Patient Pathway Administrator

Job overview

An exciting opportunity has arisen for a Patient Pathway Administrator (PPA) within the Ambulatory Care Division, based at Abbeyfields.

We are looking for an enthusiastic and conscientious team player, who can work well under pressure and have the ability to prioritise their own workload.

Working as part of a team, the post-holder will support the provision of a high-quality administrative service to a range of specialties.

Successful candidates will be expected to ensure all clinical correspondence is typed and processed within specified timescales and be able to demonstrate a flexible approach to the role.

Please apply as soon as possible as the post will be closed once a certain number of applications have been received.

Main duties of the job

In addition to the summary below, you will need to familiarise yourself with the full Job Description and Person Specification documents attached to this advert.

Duties will primarily include audio typing clinical correspondence, dealing with incoming mail, as well as communication with clinicians and colleagues.

You will have excellent communication skills and have the ability use your own initiative to respond to queries in a timely and professional manner.

You will be able to demonstrate a clear understanding of confidentiality and you will be expected to behave at all times that are consistent with the Trust’s Values and Behaviours.

Working for our organisation

The Medical Administration team is based at Abbeyfields and the PPA role is an integral part of this team.

We have a management team that is supportive, innovative and proactive in ensuring we offer a high quality service. We are keen to ensure that staff are developed within their environment in order to achieve vision and deliver care that reflects the values and behaviours of the team.

Annual leave starts at 27 days per year (pro rata for Part Time), plus bank holidays

Detailed job description and main responsibilities

Accurately and efficiently listen to dictated letters from supplied scripts, amending and correcting grammar as required.

Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines.

Establish and maintain admin systems/databases.

Dealing with incoming mail, results/reports management.

Ability to navigate hospital information systems, e.g. Medway PAS, NotIS, etc in order to obtain information on appointments and obtain test results.

Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines.

Answer telephone queries and escalate appropriately

Undertake daily audits of clinical correspondence to ensure a high standard of accuracy and quality of work.

Ability to exchange sensitive or contentious information with diplomacy and in a confidential manner.

Dealing with patient and consultant enquiries.

Deal with telephone calls inbound and outbound relating to specific care in a confidential manner.

Manage e-mail accounts to retrieve Inter Provider Transfers then record and take any necessary action as appropriate.

To undertake other specialty specific duties in accordance with Trust policies and procedures to facilitate the patient pathway.

Ensure RTT patient data quality is accurate at all times.

Adapt a flexible attitude to meet the needs of the service, taking into consideration each department’s unique specialty and the subsequent requirements of such specialist services.

Provide cover for Patient Pathway Administrator colleagues during times of sickness and annual leave.

Undertake any other duties which may be reasonably required.

Promote an open friendly working environment.

Adhere to Trust policies and procedures relevant to your position.

Participate in a Personal Development Plan.

Person specification

Training & Qualifications

Essential criteria

RSA III word processing or equivalent experience

5 GCSE’s or equivalent C or above – including English

Computer literate to ECDL standard or equivalent.

Desirable criteria

NVQ level 3 or equivalent

Customer Care training

Experience

Essential criteria

Proven typing and admin experience

Fast and accurate audio typing

Proven typing and admin experience

Competent in the use of Microsoft Office applications

Ability to navigate different computer systems

Desirable criteria

Knowledge of 18 week and Cancer targets

Previous experience of working in the NHS and experience using MS Office, Medway PAS and NotIS

Knowledge of medical terminology

Communication

Essential criteria

Excellent written and verbal communication skills with staff at all levels of seniority

Maintains confidentiality, sensitivity and empathy in communication with patients/colleagues

Uses correct grammar and spelling

Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports

Friendly and professional telephone manner.

Desirable criteria

Is open to suggestions, ideas and new working practices within a team.

Analytical and Judgement

Essential criteria

Able to use judgement to make decisions in order to solve problems / enquiries

Able to analyse situations/ issues

Use resources cost effectively

Able to complete tasks using own initiative

Works in line with organisational goals and objectives

Remains calm under pressure or tight deadlines

Seeks appropriate training opportunities

Works in line standard procedures

Planning and organisation

Essential criteria

Consistently works to high standards

Excellent planning and organisational skills, demonstrating effective time management of own workload.

Manages time effectively and displays initiative

Works within prescribed deadlines.

Physical skills

Essential criteria

Frequent use of VDU equipment