Patient Pathway Coordinator

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises of four hospitals - the John Radcliffe Hospital , Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

Many of our recruitment programmes useValue Based Interviewing to identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visit

Job overview

An exciting opportunity has arisen to join the Gynaecology Administration Team as a Patient Pathway Coordinator at the John Radcliffe Hospital Women’s Centre Oxford, a successful post holder could also be considered for some cross-site working also at the Horton General Hospital if required.

The successful candidate will need to be organised, flexible and work well in a team. They will also have exceptional customer service skills, and a desire to learning new things, so they are able to increase the scope of work they do and progress up the pay scale.

Main duties of the job

The post holder will be expected to provide cross cover across the Gynaecology Administrative team as directed by the Team leader on a day-to-day basis according to service need.

Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.

The post holder is required to assist in the provision of a professional, comprehensive, and efficient administrative service, which is effectively delivered to all patients and members of the department. This will be through supporting the clinical and administrative teams in the delivery of a comprehensive administrative service. This will involve waiting list management and validation of pathways for a speciality, in accordance with the Elective Access Policy, Cancer waiting time targets, communicating appointment and admission related information to patients and carers and/or typing correspondence as appropriate.

Working for our organisation

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.

We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel .

In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles

Oxford University Hospitals promotes a safe, respectful hiring environment.

If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Detailed job description and main responsibilities

Main Tasks and Responsibilities
Outpatient Pathway
Administer all new referrals received via the E referral service, ensuring all are electronically triaged by the appropriate clinical staff member and action as required.
Process and log all non-Choose and Book referrals on EPR, including registering new patients in addition to updating existing patient details.
Book new and follow-up outpatient and diagnostic appointments, ensuring that capacity is proactively and efficiently used. This includes booking patients into the correct clinic to ensure that they are seen by the most appropriate clinician.
Reschedule outpatient appointments as a result of patients calling the service, in line with the 18-week RTT / cancer / screening targets and agreed local processes in respect to patient cancellations.
Actively review patient DNAs, liaising with the appropriate clinical staff and reschedule patient appointments in line with agreed local processes.
As required, complete clinic cancellation forms and ensure appropriately authorised (minimum 6 weeks' notice required) before processing the clinic cancellation on EPR and rescheduling of patient appointments.
Adding additional clinic capacity on EPR as directed by management, to include the use of adding appointment slots on EPR that can be booked via Choose and Book.
To be responsible for actively managing the OP PTL and Incomplete lists.

Administration
Provide primary administrative support to the consultants and clinicans, including booking follow up appointments, correspondence support and other administrative duties as required.
With the support of the Assistant Patient Pathway Coordinators, ensure the efficient administration of the service.
Ensure appropriate follow up appointments are booked and elevate to Team Leader and consultant if patient cannot be booked within required time scales..
Use of the digital transcription system to produce clinical correspondence to inform referrers, patients, and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of 7 days from the point of clinical delivery / decision.
Open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for taking action on urgent items in the absence of the clinician / Patient Pathway Coordinator.
Respond to telephone queries coming into the department, taking clear messages to pass to relevant staff to ensure requests are actioned promptly.
Using Scan IT ensure that electronic health records filing is maintained at an extremely high standard, with timely scanning of paper records on to EPR as required.
Ensure accurate filing of paper notes and records is maintained as required.
Follow the tracking procedure for the movement of all patient notes (Case Note Tracking).
On an as and when required basis, update patient details on EPR to include ensuring patients that require discharge are processed accordingly.
Actively use and manage the work lists in Revenue Cycle to manage Patients Missing Follow Up and Deferred patient lists
Act as the first point of contact for patients coming into the department.
Ensure there is adequate cover on the reception desks and ward as required
If required, admit and discharge patients to the ward.
Act upon queries from referrers, patients, and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology.
Book interpreters for patients prior to appointments and admissions as and when required.
Book transport for patients who require it, in line with local processes and CCG guidelines.
Actively review patient DNAs, liaising with the appropriate clinical staff and reschedule patient appointments in line with agreed local processes.
Adding additional list capacity on EPR as directed by management.
Book patients as required.

Pathway Tracking
To have an excellent working knowledge of the 18 weeks referral to treatment (RTT) rules / Cancer waiting targets / Screening wait times, as required for the job, and use them in conjunction with the OUH Elective Access Policy to proactively manage all patient pathways.
Undertake validation of the 18 week RTT PTLs and contribute to the validation of the cancer PTL where appropriate. Investigate and take appropriate action where pathways are incomplete to ensure that patients are treated in clinical priority and breach date order and that reporting on performance and waiting times is robust.
Escalate pathway issues if required to the Patient Pathway Team Leader and Patient Pathway Manager.
Book in clinical priority and breach date order, whilst monitoring the 18 week / Cancer PTLs or screening list to ensure any late additions are identified and processed appropriately. In doing so, take the necessary steps to avoid target breaches and resolve any issues i.e. 28 day theatre cancellations.
Recognise when patients are on cancer care pathways and proactively link with the MDT Coordinator and MDT Tracker to ensure these patients are actively managed through their diagnosis and treatment.
Ensure Trust systems are updated with patient pathway status information and that data quality is maintained.
Liaise with internal and external colleagues to share patient pathway information and diagnostic information, and expedite patient journeys where needed.
Ensure inter-provider transfers are timely and that the appropriate paperwork has been completed and sent or received.
Liaise with clinical coders to ensure patient notes are available so that all patient episodes are coded accurately and promptly.
Co-ordinate appointments and procedures at others hospitals and organisations, where the pathway requires input from these.
Ensure accurate information is added to EPR / Infoflex and other internal and external IT systems and databases, as required.
Liaise with external commissioners if required

Patient Pathway
Actively review patient DNAs, liaising with the appropriate clinical staff and reschedule patient appointments in line with agreed local processes.
Raising clinic capacity issue to management via the Patient Pathway Team Leader and Patient Pathway Manager.
Adding additional list capacity on EPR as directed by management.
Book patients as required.

Person specification

• Educated to GCSE level (or equivelant)
• Previous NHS Experience
• Knowledge of RTT and NHS Pathways

Sexual Safety Charter : In 2023NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit tothe ten core principles

Oxford University Hospital promotes a safe, respectful hiring environment.

If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.

Visa and Immigration : Oxford University Hospitals NHS Foundation Trust is able to offer Certificates of Sponsorship for all eligible roles for a Skilled Worker Visa without exception, provided the role meets the minimum salary and skill level criteria set by the Home Office (UKVI). All eligible candidates will be considered with equal consideration at all stages of the application and recruitment process. Skilled worker: Health and Care Visa | NHS Employers / Work in the UK - GOV.UK

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.

Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.

Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.

To note: Applicants must write their own applications. If AI tools are used, the application may be rejected as this document is crucial for assessment. This does not prevent you from seeking support via AI with applications for the purposes of any disability and/or long-term health conditions.

When using AI to help write your application, it is important to personalise it, especially your supporting statement. While AI can simplify the process, it will not fully understand the job's requirements and/or be able to showcase your skills, knowledge, and experience. Write your statement to show why you are interested in the role and how you would be a valued member of the team/OUH employee .

No unsolicited recruitment agency telephone calls or emails.

Application numbers

Please note that this job advertisement will close automatically once the application limit is reached, regardless of whether this occurs before the advertised closing date.

Band 5 Nurse andBand 2 Healthcare Support Worker recruitment iscentralised , meaning when you apply you will be considered fora number of roles across the Trust. If you have any questions please email: .

Vacancies with our PFI partners

Domestic / catering / portering services at theJohn Radcliffe Hospital are provided byMitie .

Domestic / catering / portering / maintenance engineer services at theChurchill Hospital andNuffield Orthopaedic Centre are provided byG4S .

Maintenance engineer services at the John Radcliffe Hospital are provided by Equans .

Fraudulent recruiters have been using social media platforms to dupe potential job seekers into divulging personal and financial information.

Sophisticated frauds, involving grooming of targeted individuals, shows the fake recruiter asking the unsuspecting job seeker to take part in a fake job interview , either over the phone or via WhatsApp, and also sending fraudulent follow-up correspondence offering job positions.
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