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Detailed job description and main responsibilities

To understand and use patient tracker lists as a tool to achieve the above.

Ensure that capacity issues are escalated to the Service Manager. 

To manage and take responsibility for Teleologic on behalf of Consultant(s) ensuring timely authorisation of letters and escalation of any issues to the Service Manager. 

To take ownership and have detailed knowledge of all patient related information, including case notes, results, referrals and correspondence within dedicated office space. 

To monitor awaiting investigations, ensuring urgent procedures are booked and results chased daily and to monitor / chase routine investigations on a weekly basis. 

To prioritise and administer all patient related enquiries in a timely manner to ensure that patient safety is paramount under the empowerment and guidance of the Consultant(s). 

Be knowledgeable and adhere to Government and Trust targets for patient waiting times. 

To ensure referrals to MDT are prioritised urgently and effectively communicate all information to the MDT Co-ordinator to comply with the National Cancer targets. 

To work effectively with the Service Manager to comply with patient safety and clinical governance agenda. 

Ensure there is an effective, robust communication system, liaising with multi-disciplinary teams and other hospital departments. 

Allocate urgent follow-up appointments from telephone calls, faxes, under the direction of the Consultant(s).  

Ensure patient records are accurately maintained on PAS and relevant systems. 

Open post, linking correspondence to case notes with previous correspondence and results, bringing the urgent cases to the Consultant’s attention and following up to ensure these cases are managed quickly. 

Type miscellaneous letters and reports from audio tapes to meet the Trust guidelines for responses. 

Develop systems to ensure rapid communication and effective co-ordination between all other Trusts / Centres where patients may be referred for specialised diagnostic tests for treatment in conjunction with the service team. 

Provide Pathway Co-ordinator cover across the team when there is annual leave/sick leave and provide cover across other clinical teams where appropriate. 

Arrange for all appropriate notes, results and reports to be available for visits, any further investigations and follow-up appointments and procedures, as directed by the Consultant. Implement all instructions as per Electronic Discharge Summary (eDN), i.e. follow-up appointments, arrange procedures and referrals. 

Maintain PAS and Tracker Systems for case notes twice a day. All notes to be tracked in and out of office daily. 

In liaison with the Directorate Clerks, ensure that the necessary case notes are available for the clinical appointments in accordance with the Health Records Policy Ensure that all results, reports etc are filed correctly in patient case notes, including all loose correspondence. 

To undertake secretarial and administrative duties specific to the Consultant extra lead roles (i.e. Lead Clinician, Clinical Tutor, Committee Chair etc), which may involve the alteration of the Consultants existing clinical commitments. 

Manage and maintain Consultant(s) diaries manually and electronically. 

To administer referrals from GP’s to facilitate and arrange domiciliary visits for patients. 

To maintain an index log of all domiciliary visits to produce statistical information to be distributed to the Finance Department and to arrange for the reimbursement of fees pertaining to each visit. 

Any other office duties connected as Directed by the Service Manager.