Pain Management Clinic Coordinator and Operational Support

Job overview

The Pain Management Clinic Co-ordinator (PPC) will work within the Chronic Pain Management speciality clinical areas to facilitate the smooth running of the patient journey by ensuring that co-ordinated and streamlined administrative processes revolve around the patient and their individual needs.

Main duties of the job

The Coordinator will assist the patient throughout their hospital experience to ensure that care provided is timely, efficient, and appropriate in regards to all members of the healthcare/ multidisciplinary team. The PPC is responsible for ensuring the safe and efficient management of the patient throughout their pathway, ensuring the patients and carer experience is central to every stage of the patient journey, and ensuring potential breaches of RTT (referral to treatment) waiting times targets are avoided or escalated to the relevant manager. The post holder will proactively manage and track the progress of all referrals to ensure each stage of the pathway is fully planned and booked, whilst also working with colleagues throughout the Trust to ensure waiting time targets are achieved. They will be required to assist in the data quality and validation, ensuring all patients have recorded pathway start dates.

Detailed job description and main responsibilities

To oversee the patient journey to ensure, in conjunction with booking staff, that patients are scheduled in accordance with principles and target waiting times as set out in the NHS Constitution and Health and Social Care Bill 2011 (e.g. 18 Week Referral to Treatment, Going Further on Cancer Waits etc.), taking action to expedite patient pathways where necessary. Ensure cancellations are rescheduled and recorded in accordance with Trust policy. To provide where requested administrative support to consultant/clinical teams including the management of clinician’s diaries/timetables. Attend regular meetings with consultant teams, MDT teams, clinical staff, clinical directorates /departments and/or general managers as required for efficient processes. To receive and manage referrals into the service, including data entry for patient registration, referrals, appointment information and discharge.

Liaising with health professionals regarding clinical decisions on referrals. Upload correspondence referrals on to EDMS (Electronic Document Management System). Organise and maintain support for clinical staff to ensure smooth running of the service. Using initiative to identify all possible opportunities to anticipate and streamline the work and responsibilities of the clinical team. To be responsible for the day-to-day management of Medway Clinic diaries in line with the needs of the department. Supporting Clinicians by identifying and reporting where problems may arise e.g. reports not received back, lack of staff on site, double booking of patients or holidays/meetings not marked out in the diary.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Person specification:

Skills & Abilities

Essential

  • Good Communication skills
  • Good interpersonal skills
  • Teamworking and independent working
  • Organise/prioritise workload
  • Basic IT skills
  • Work to standards/procedures
  • Remain calm under pressure

Personal attributes

Essential

  • Demonstrates excellent interpersonal, verbal and written communication skills.
  • Proactive, takes own initiative
  • Willing to take ownership and accountability
  • Team player with collegial working style and willingness to share responsibility

Knowledge & Experience

Essential

  • Data entry experience
  • NHS patient scheduling experience
  • Knowledge of PAS, Excel, Ward, MADWAY, ORMIS, ICE and PTL
  • Understanding of Data Protection, Equality & Diversity

Education & Qualifications

Essential

  • Minimum of 5 GCSEs or equivalent including English and Mathematics
  • A-Level / B-Tec or equivalent experience.

Desirable

  • ECDL.
  • NVQ level 3 in Business Administration or Customer Care of equivalent.

Other relevant requirements

Essential

  • Willingness to work flexible hours to meet the needs of the service.
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