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MDT 

Support MDT Co-ordinator with administrative tasks related to colposcopy programme

– Including but not limited to – 

Serves as a focal point for core and extended MDT members to refer patients to MDT meetings.

Liaises with relevant teams (e.g. radiology, endoscopy and histopathology) to ensure that all patient information is available for the effective functioning of the MDTs, including relevant medical records, X-rays and histopathology results.

Maintains and monitors registers for MDT ensuring all core and extended members are recorded on the attendance MDT register. 

Ensures that all MDT decisions relating to the individual patient’s management plan are recorded on the MDT proforma and filed in the patients’ medical record and distributed to appropriate persons.

Maintains MDT cervical cancer audit review and disclosure documentation

Waiting List Management

Be proficient in the use of iPM and waiting lists. 

Knowledge of national Cancer Waiting Times Targets and Guidance. 

Understanding of the Trusts Waiting List Policies particularly in reference to the management of cancer patients and understands own responsibilities within that.

Ensure administrative processes are dealt with in accordance with Trusts Waiting List Policies.

Data Collection

Supports collection of accurate data to meet the standards for the management of patients, and to fulfil the cancer information requirements, e.g. KC65, Cancer Waiting Times and FDS

Supports the co-ordinator with collection of the PSCE and National Cancer Dataset eg. CRUK, CYAU downloads and Cervical Cancer audit reports 

Assist in the collection and entry of data for the Colposcopy Service, to meet national quality assurance standards

Supports collection of KC65 and other clinical data 

Patient pathway

Work closely with the clinical nurse specialist to track patients along their cancer journey and identify any delays in the patient’s journey. Utilising the biopsy tracking system

Monitor patients diagnosed with cervical cancer, biopsy and GA trackers to ensure timely response to histology results and GA waiting lists in line with QA data targets

Support the management outpatient waiting lists and PTL

Prepare breach reports

Work cohesively with the administrative and managerial teams to ensure staff aware of patient delays.

Appointments

Provide support to admin team in booking and managing patients’ referrals and appointments in line with cervical screening programme guidance. Including but not limited to -

Liaise with the cytology laboratory daily to comply with failsafe process of direct referral receipt and acknowledgment

Receive and book referrals and ensure these are prioritised according to the NHS Cervical Screening Programme waiting times

Receive and book referrals Hysteroscopy service to hospital waiting time guidance

Maintain outpatient waiting lists

Answer telephone calls from patients who may be distressed having received an appointment for an abnormal cytology screening result and telephone patients with urgent/last minute appointments

Take appropriate action with regards to telephone calls from patients/medical staff, nurses and other trust staff and to respond to those calls in a courteous and helpful.

Assist with the administration of cytology screening programme, following guidelines set out by the Colposcopy protocol.

Prepare clinic pulling lists /notes for future clinic appointments and dispatch appointment letters as necessary

Take appropriate action when clinic capacity alters (i.e., cancellations of sessions, over bookings) Liaise with Consultant lead, specialist nurses, team leader and medical professionals regarding specific referrals to be prioritised if capacity does not meet demand

Assist the colposcopy screening co-ordinator regarding general administration including audits

Undertake reception duties and to cover on reception in times of sickness / annual leave

Rotate with reception duties according to rota needs

Other duties as appropriate to the post

Prioritise workload including typing clinics, pulling results, PTL management

Work with Medical Administrators and Appointments clerks to ensure that speciality waiting lists are coordinated within the framework of the waiting list management policy

Responsible for reviewing the follow up and in-patient waiting list for gynae as directed by care group

Deal with patient, consultant, secretary and appointment clerk queries in a timely and efficient manner regarding theatres sessions and waiting list policy for 18 weeks as well as 28 Day FDS (Faster Diagnosis Standard)

Work with the Management team and clinicians to be responsible for the introduction and development of any processes and procedures relating to admissions and outpatients ensuring patients are listed appropriately

 Obtain case notes both internally and externally. 

 Responsible for supervision and training of junior staff.  To assist with the training of newly appointed staff, locums or apprentices

Ensure outpatient referrals are managed in accordance to the Trust’s waiting list policy

Ensure all aspects secretarial work are produced to a high standard

Undertake audio typing, including outpatient letters to GP’s, discharge summaries and other medical correspondence

Liaise with patients, relatives and other health professionals demonstrating sensitivity and maintaining professionalism at all times

Assist management with complaints, problems or issues in a sensitive manner

Ensure confidentiality at all times, complying with the Data Protection Act, Information Governance and other Trust/Departmental Policies

Undertake any other duties as may be required appropriate by the Management Team

Support the medical administrators, appointments teams and admissions team with waiting list management and queries

Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines 

Ensure 2ww referrals are actioned by the team to ensure no delays occur within the patient pathway

Follow and implement the Trust Waiting List Policies within Department

Co-ordinate data quality reports as indicated by the management team

Undertake other duties within the post holders competence/career development plan, as may be necessary from time to time, as determined by the line manager

Carry out regular validation processes to ensure patients have been coded correctly

Assist Medical Secretary in investigating DNA’s and remove from waiting list as necessary.  GP to be informed

Record patients available to come at short notice and any transport requirements associated with medical need on the patient’s waiting list

Maintain an up-to-date working knowledge of RTT, coding and standards

Requirement to work at a VDU screen for at least 75% of the working day

The post holder will undertake any other duties commensurate with the role and grade for this post.