Patient Access Coordinator

The Patient Access Coordinator will provide a comprehensive administration and patient pathway management service to support the delivery of high-quality patient care within the Renal and Transplant Directorate.

The post holder will be responsible for managing patient pathways from referral through to treatment, ensuring compliance with national and local access standards, including the 18-week Referral to Treatment (RTT) pathway, diagnostic waiting time standards and elective access targets.

Working closely with consultants, nursing staff, theatre scheduling teams, operational managers and external organisations, the post holder will coordinate outpatient, inpatient and day-case pathways, arrange elective admissions and theatre bookings, monitor waiting lists and proactively manage capacity to ensure patients receive timely access to care.

The role requires excellent communication, organisational and problem-solving skills, together with the ability to prioritise workloads effectively within a busy environment. The post holder will contribute to service development initiatives, support performance management and deliver an excellent patient experience consistent with Trust values.

8

1. Support the service development projects in the implementation of pilot programmes or new systems for e.g. inpatient admissions, partial booking, and pre-assessment appointments.

2. Attend meetings for service development initiatives as and when requested.

3. To be able to contribute to the continuous service improvement initiatives by the use of good analytical skills to identify areas for improvement and problem-solving.

4. Use Trust IT systems to ensure relevant and appropriate patient information is entered and captured.

5. Maintain an accurate database of cancelled outpatient activity (by hospital and/or patient) and lost capacity, to include number of patients and reason for cancellation.

6. Investigate any patient DNAs and deferrals, communicating the results to the Consultants and business unit team as appropriate, updating EPR and waitlists accordingly.

7. Cancellations communicate the details to the Clinician ensuring that all information is available. Notify the General Practitioner and update EPR and waitlists.

8. Liaise with Clinical coders to ensure notes/medical records are available so that all patient episodes are coded accurately and promptly.

9. Facilitate and arrange meetings and room bookings, related to the management of the patient pathway.

10. Handle post according to SOP.

11. Undertake general typing duties e.g. references and patient information leaflets.

1. Validation of the Outpatient PTL ensuring its accuracy and validity. Action and prioritise patients according to their clinical urgency and treatment breach dates.

2. Process and log all referrals, including paper and Choose and Book, according to the SOP in line with activity.

3. Register new patients details on to EPR as well as update existing patient details.

4. Book new and follow-up appointments, ensuring that capacity is proactively and efficiently used. This includes booking patients into the right clinic to ensure that they are seen by the most appropriate clinician first time and for subsequent follow-ups.

5. Recognise when patients are on cancer care pathways and work with the MDT Coordinator to ensure patient pathways are expedited and treatment targets met.

6. Ensure that any diagnostics and investigations that are required as part of the patient pathway are requested according to SOP and that the results are available for consultations. This will include those that are carried out at other Trusts.

7. Co-ordinate appointments and procedures at others hospitals and organisations, where the pathway requires input from these.

8. Complete clinic cancellation forms and process according to SOP.

9. Reschedule outpatient clinics as requested by the management team.

10. Use the Trusts medical transcription system and ensure that letters are processed in accordance with SOP and adherence of Trust letter turnaround initiative.

11. Liaise with patient records staff, ward administrators/assistants and other organisations to ensure all medical notes, referral letters, results and discharge summaries are available for outpatient appointments and consultations.

1. To understand 18 weeks referral to treatment (RTT) rules and use them to manage all elective patient journeys.

2. Undertake validation of the RTT Patient Tracking List. Investigate and take the appropriate action where pathways are incomplete to ensure that patients are receiving timely treatment and Trust information is robust.

3. To be responsible for identifying and escalating any issues to the team leader which compromise delivery of the 18 week RTT pathway, e.g. lack of capacity either in outpatients or for surgery.

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 2023NHS 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.

Essential

Essential: - Educated to GCSE level (or equivelant)

Desirable: - Previous NHS Experience