Find More Than 10K+
United Kingdom Jobs

Job description

Job Title: Radiotherapy Patient Pathway Coordinator

Band: Band 3

Base St Luke’s Radiotherapy Department, Royal
Surrey County Hospital Guildford or St Luke’s, Radiotherapy Department, East Surrey Hospital
Redhill

Department / Portfolio Radiotherapy/Oncology

Reports to: Radiotherapy Administration Manager

Accountable for Radiotherapy Administration Assistants and
Receptionist

2. JOB PURPOSE

The purpose of this role is to support radiotherapy operations by undertaking diverse administration tasks to the highest professional standards, working with Medical,
Radiographic, Physics and other Administrative colleagues.

2.1 JOB SUMMARY

This is a key administrative role in the Radiotherapy Department, responsible for providing support across a range of administrative functions including reception cover and radiotherapy patient bookings.
The post holder will be responsible for liaising with other departments to ensure a range of appointments are booked correctly, within their area of responsibility and cancer wait time frames.
The post holder is required to interpret radiotherapy referrals so as to formulate the patient pathway, including sourcing relevant information and making associated bookings of appointments and transport and communicating these to the patient.

Other key tasks will include; patient registration onto the electronic referral and record systems, clinic preparation and assisting national data collection for the service.
In addition you will assist patients and visitors to the centre through close communication with the patients throughout their pathway.

The post holder will be a good communicator and will use verbal and written communication skills with patients.

The post holder will refer more complex queries to the Radiotherapy Administration
Officers.

The post holder may be required to assist in the administrative team’s wider service provision at times of need.

The post holder will be required to work flexibly; by supporting the needs of the service and be aware that the radiotherapy service is open from 7am until 7pm, with the booking team being available from 8 am – 5 pm. They will be aware that occasional work outside of these times and during weekends or public holidays will be required.

The St Luke’s Radiotherapy Department is based at the Royal Surrey County
Hospital in Guildford and operates a satellite service from the East Surrey Hospital in
Redhill. This post could be based at either site.

3. KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES:

Key Tasks:

• Ensure that patients are registered onto the radiotherapy data system, and appointments are booked in accordance with the national and departmental waiting times.
• Make outpatient appointments, and clinic preparation for patients referred to the radiotherapy department. Generate patient appointment letters, liaising with the hospital transport providers to ensure patients are provided with an efficient service.
• Ensure that patient referrals are dealt with in a timely manner, and appointments booked in accordance with the relevant pathways, as well as national and departmental waiting times.
• Entering referral information for each patient they book onto the Radiotherapy departmental database in a timely and accurate manner, thus allowing this information to be used to monitor and collect data to produce monthly statistical analysis for the Radiotherapy Services Manager, Finance

Department, or ad hoc reports as required.

• To plan and organise straightforward tasks, activities or programmes, some of which will be on-going e.g. the post holder will be required, for example to provide lists of patients requiring transport to ambulance services and to liaise with medical secretaries to ensure all clinical information required for scanning is in place, and prioritise the booking of radiotherapy appointments once referrals have been received.
• Priorities own workload and supervises the day to day work of the

Receptionist and Radiotherapy Administration Assistants to ensure all core and extended work tasks are adequately covered to meet the needs of the department.

• To make judgements. This may be evidenced by the post holder interpreting referral information and liaising with the appropriate Radiotherapy Section

Manager when co-ordinating an urgent referral booking, or when collecting and collating patient records for treatment preparation.

• Demonstrate an understanding of a range of routine work procedures which will require training or relevant experience, e.g. the post holder will be required to use the patient administration system (APAS) and ARIA

(Radiotherapy-specific bookings system) in order to book patient appointments, use the NHS Spine for patient demographics.

• Work closely with the wider multi professional team to ensure the service runs smoothly, this may include collating information for the medical team, clinic, planning meeting or patient appointments or taking meeting minutes.
• Liaise with departments outside of radiotherapy to arrange appointments, gathering the required information and liaising with medical staff, secretaries, medical physics, CNS’s, and radiotherapy clinical team to ensure patients are dealt with efficiently and smoothly.
• Generating specific patient information; liaising with the patients, carers and clinical teams to ensure patients are provided with an efficient service.
• To provide non-clinical advice and guidance to patients and relatives face-to- face, or via the telephone whilst booking treatment appointments and hospital transport or working on the reception desk.
• Be responsible for providing and receiving routine information which requires tact or persuasive skills where there are barriers to understanding, e.g. liaising with members of the wider radiotherapy team regarding booking patients effectively and efficiently; daily telephone contact and face-to-face contact with cancer patients and their families in respect of scheduling a series of appointments, which requires the post holder to be receptive to the patients concerns, liaising with outside trusts to retrieve previous treatment details.
• Clinic and planning meeting preparation for patients referred within your field of responsibility; collection and collation of patient data from outlying trusts.
• Assist in the national data collection for these patients; this may be during clinic time or any other part of the patient pathway, or computer based.
• Undertake patient-facing tasks including meeting and greeting when required and acting as a chaperone for colleague if this service is requested by a patient.
• Observe personal duty of care in relation to equipment and resources used in the course of their work.
• Develop robust and effective communications between you and patients/other staff.
• Have sufficient IT skills to manage the monitoring of activity and data within your areas of responsibility within the department and externally.
• Review completed treatment activity details in a timely, organised and precise manner for patients within their area of responsibility. Communicate with the

Finance Department on issues relating to these patients, and communicate with other appropriate agencies to resolve problems, should they arise.

• To undertake surveys or audits, as necessary, within their own work environments, e.g., to test effectiveness of new procedures and complete surveys, e.g., staff surveys.
• To work within the scope and practise outlined by approved procedures, policies, work instructions, standard operating procedures (SOPs), good practice, established precedents and understand what results or standards are to be achieved.

Special Responsibilities:

1. Standards of Behaviour

To ensure safe practice and to abide by best standards in health care, you are personally accountable for your actions. In interacting with patients and clients you must:

• Respect the patient or client as an individual
• Protect confidential information
• Co-operate with others in the team
• Maintain your professional knowledge and competence
• Be trustworthy
• Act to identify and minimise risk to patients and clients

These behaviours are the based on the shared values of all the United Kingdom health care regulatory bodies

4. KEY WORKING RELATIONSHIPS AND COMMUNICATION

Internal to the Trust External to the Trust

Clinical Radiographers and Parents/Carers
Assistants Students and Trainees
Support Radiographers Transport Providers
Managing Radiographers Neighbouring radiotherapy centres
Administrative Staff Clinical staff from other Hospitals
Lead Clinician for Radiotherapy
Consultant Clinical Oncologists
Radiotherapy Physics Staff
Medical Physics Technical Staff

5. DEPARTMENT CHART OR REPORTING STRUCTURE OF THE POST:

Associate Director of Operations for
Clinical Lead for Radiotherapy

Oncology

Professional Head of Radiotherapy Lead Research
Nurse

Radiotherapy Admin Urology Consultant

Manage Lead Research
Radiographer

Business Manager

Palliative ACP

Patient Pathway Co-
Admin Assistant Administration Officer ordinator Research Radiographers
B2 B4

B3 Radiotherapy
Team PA

Data Manager/ Trial co-
Deputy Radiotherapy Manager RT Informatics Lead & ordinator

Clinical pathway Data Manager

Review specialist

Radiographers

Operational Operational Operational Operational
Operational Operational Manager

Manager Manager Manager Manager
Manager Quality and Patient Safety

Education SABR Imaging Brachytherapy
Satellite

Clinical Governance

Practice Educators Patient Pathway Co Assistant System Administrator
Band 7 Clinical

&RT CG support office
Radiographers -ordinator Governance radiographer

Treatment Co-ordinators

Band 3
Radiotherapy Department Band 4

Band 7
Band 6 5 Mould Room Technician/ Assistants Assistant Practitioner

Team Lead Band
Senior Radiographers Radiographers

Radiographers Radiographers

6. OTHER RESPONSIBILITIES

Management

To be responsible for the self- development of skills and competencies through participation in learning and development activities, and to maintain up to date technical and professional knowledge relevant to the post

Finance

You are required to comply with the Trust Standard of Business Conduct policy and the NHS Codes of Conduct and Standards of Business Conduct for NHS Staff and you are required to declare all situations where you (or a close relative or associate) have a controlling interest in a business (such as a private company, public organisation, other NHS organisation or voluntary organisation) or in any other activity which may compete for an NHS contract to supply goods or service to the Trust.

Confidentiality

• All employees must respect and protect the confidentiality of matters relating to patients or other members of staff and must comply with the requirements of the Data Protection Legislation. This means that the protection of personal data in any form of media (e.g. system, paper, word of mouth by any means that personal information can be processed) is a requirement by law. Any member of staff found to have permitted unauthorised disclosure of personal confidential and sensitive information and is found in breach of their duty of confidentiality could lead to disciplinary proceedings in accordance with the trust’s disciplinary policy. No confidential information must be accessed, read,

discussed, or disclosed unless it is necessary in the pursuance of the legitimate duties of their role.

Equal Opportunities

• The Royal Surrey is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. A copy of Equality and Diversity Policy and our Single Equality and Diversity Scheme are available from the Human Resource department or on the internet/intranet.
• Staff must ensure that they treat members of staff, patients and visitors with dignity and respect at all times and report any breaches of this to the appropriate manager.

Corporate Governance

• The Trust, as a public organisation, is committed to acting with honesty, with integrity and in an open way. The Trust Board of Directors is responsible for ensuring that Trust services are managed in this way. We are working together to achieve the highest levels of compliance with the risk management standards promoted through the NHS Executive’s Controls Assurance programme and the Clinical Negligence Scheme for Trust (CNST). All of us are expected to become familiar with these standards as they relate to our work and further details are available from your manager.
• One of the controls assurance standards relates to Health & Safety. Under the

Health & Safety at Work Act 1974, all of us have a duty: o To take reasonable care of ourselves and others at work; o To co-operate in meeting the requirements of the law.

• All staff must have an understanding of the Trust’s Health and Safety policy and be aware of the responsibilities associated with this.
• All staff must adhere to the Trust’s Infection Control Policies and maintain the standards laid down in those policies, complying with dress codes and hygiene codes in all clinical areas.

Further details are available from the Trust’s Health & Safety Advisors.

Safeguarding

Royal Surrey NHS Foundation Trust has a safeguarding policy for both adults and children and is committed to the protection of children, young people and adults. The
Trust acknowledges that, due to the nature of hospitals, many people who would not normally be considered vulnerable can be in a position where they lack capacity or have reduced control. It also recognises that abuse of vulnerable adults/children can occur within domestic, institutional and public settings, and as such we have a responsibility to protect patients and associated dependents within our care. All employees have a responsibility to meet the statutory requirements to safeguard and promote the welfare of both children and adults to ensure that they come to no harm and to raise any concerns regarding safeguarding. All employees would be fully supported in raising any safeguarding concerns. All employees must be aware of
Trust policies in relation to safeguarding and must adhere to them at all times.

Our vision, mission and values
The Trust undertook a listening exercise with its staff which has formed our vision, mission and values. We are currently working with staff to define our new behaviours which will become part of everything we do.

Our Mission
Together we deliver compassionate, safe care every day.

Our Vision
To provide nationally celebrated, community focused health and care.

Our values are:

• Continuously improving

Continuously improving is not just a value.It’s what unlocks our innovation.

• Excelling together

Excelling together is not just a value.It’s what we do every day.

• Caring together

Caring together is not just a value.It’s what sets our Royal Surrey family apart.

• Learning together

Learning together is not just a value.It’s what keeps our services safe.
7. RIDER CLAUSE

This is an outline of duties and responsibilities. It is not intended as an exhaustive list and may change from time to time in order to meet the changing needs of the Trust and Division.

Job Types: Full-time, Permanent

Salary: £22,866.00-£24,336.00 per year

Benefits:

• Company pension

Schedule:

• Holidays
• Monday to Friday

Ability to commute/relocate:

• Guildford: reliably commute or plan to relocate before starting work (required)

Experience:

• providing care: 1 year (preferred)

Work Location: One location

Application deadline: 18/01/2023
Reference ID: C9384-AGB-EMF12717-1