Download Cancer Patient Pathway Co-ordinator

Job Description
Job Title:
Cancer Patient Pathway Co-ordinator
Grade:
Band 4
Based:
Hinchingbrooke Hospital
Reports to:
Lead Cancer Services Manager
Responsible to:
Associate Director for Emergency Services
Key contacts:
Consultants, Clinical nurse specialists and other members of the
Local and Specialist Multi-disciplinary team (S/LMDT)
Medical Secretaries
Appointment booking staff in Out Patients, Imaging and Endoscopy
Relevant staff in pathology department
General Practitioners
Cross Network Data collectors / MDT Co-ordinators/patient trackers
Cancer service improvement facilitators
Tertiary hospitals, including Addenbrookes, Papworth and other
relevant tertiary centres
Job Summary
The post holder has three key areas of responsibility
Patient Navigating:
 Prospective and proactive management of the inter-trust cancer pathway, monitoring,
reporting and tracking cancer patients, ensuring that the patient’s journey is processed in a
timely and efficient manner, in line with the SSG agreed pathway and with the Cancer
Waiting Times Targets.
 Resolving delays in the pathway at the earliest opportunity and where this is not possible
escalating issues in accordance with Trust and network procedures
S/LMDT:
 Co-ordinating and providing administrative support to the cancer S/LMDT(s), ensuring that
all relevant paperwork and clinical information is available including case notes, imaging
and pathology as necessary. To attend S/MDT’S keeping comprehensive records of
attendance, outcomes as discussed.
 Ensuring the timely and efficient transfer of patients and information between trusts
involved in the patient pathway, adhering to network SSG agreed communication
pathways and protocols
Data collection and analysis:
 Ensuring data collection is undertaken in a prospective manner, assuring accuracy at all
times. Using both local and national datasets, including Open Exeter and the Somerset
Cancer Registry data base.
 Analysing target breaches and report to Cancer Manager and Lead S/LMDT clinician.
Main Duties and Responsibilities
Patient Navigating
1. To navigate patients through their care pathway, from point of referral to treatment, in
accordance with the pathway steps and timescales agreed by the SSG. Using hospital
IT systems of reporting including PAS, E-camis, endoscopy reporting systems,
radiology reporting systems and histology.
2. To proactively pre-book appointments in accordance with the SSG agreed pathway
ensuring that wherever possible patients reach each step in accordance with SSG
agreed pathway timescales.
3. To escalate diagnostic appointments for target patients, (if booked outside the
appropriate timescale).
4. To proactively identify and resolve delays at all stages in the patient pathway. Where
this is not possible, to follow the escalation procedure and network policy for inter-trust
transfers, highlighting any relevant issues to line Management.
5. To ensure that patients who require transfer to a tertiary centre are transferred in
accordance with the network and SSG agreed timescales, using the appropriate SMDT
referral proforma. Making sure that the SMDT referral proforma is complete and sent
to the centre within 24hours of the clinical decision to refer the patient and that that all
the clinical information as specified by the SSG is transferred within agreed timescales.
6. To highlight any bottlenecks within the process, communicating regularly with line
management, and where possible suggesting and implementing solutions.
7. To liaise with other Trusts both within the Network and outside, in order to achieve
continuous monitoring of the patients pathway.
8. To identify and advise clinical teams on when waiting times adjustments can be made
to the patient journey, ensuring these are accurately documented.
L/SMDT Co-ordination
9. To ensure that the room is booked and prepared prior to the S/LMDT, schedule future
dates for S/LMDT meetings and ensure a suitable venue is booked on an annual
basis.
10. To assist in the preparation of patients lists for S/LMDT, collating information provided
by Lead Clinicians, Cancer Nurse Specialists and Medical Secretaries. To ensure that
all members are advised of meetings and any change of date, venue, etc.
11. To oversee that all clinical information is available including patients notes, images and
histology results, in order to support and ensure a smooth running S/LMDT and to
facilitate timely clinical decision making.
12. To attend allocated S/LMDT meetings, keeping comprehensive records of attendance
and outcomes. To provide reports as requested, including Peer Review. To maintain
up-to-date membership lists.
13. To manage systems to inform GP’S of patient diagnosis and treatment decision taken
at S/LMDT.
14. To ensure that any investigations, treatments and any other actions from the S/LMDT
are booked in a timely manner, avoiding any delay in the process.
15. See previous section for SMDT proforma completion and sending of the clinical referral
16. At the S/LMDT meeting ensuring that Consultants and S/LMDT members are aware of
patient target treatment dates in relation to the Cancer Waiting Times 31 and 62 day
targets. Also advising them of actual or potential delays in progress, or breaches to key
milestones including inter-trust referral timelines and decision to treat dates.
Data Collection and analysis
17. To ensure that the compulsory cancer data sets are completed
18. To liaise with the relevant clinical teams to ensure quality of data collected
19. To attend the S/LMDT(s) and complete appropriate data collection at the meeting and
after, in particular ensuring accurate recording of clinical decisions
20. To request patients notes to gain further accurate information when completing
outcomes
21. To maintain the national Audit datasets for the S/LMDT
22. To respond to new reporting requirements as required
23. To collect additional cancer dataset items as and when they become either mandatory
or required by Cancer Service Manager, Lead Clinicians and Trust Management.
24. Analyse patient journeys for all patients who breach the 62 or 31 day cancer targets,
including patients treated at another Trust, reporting findings to the Cancer Manager
and S/LMDT lead clinicians
25. As an ongoing process consider opportunities for improvements in the co-ordination
of the pathway and in the efficient transfer of patients and information between
Trusts
Additional duties
26. To support the Cancer Services Peer Review, Cancer Service Improvement
Partnership and other quality improvement processes within Cancer Services.
27. To provide cover for absent colleagues to ensure a smooth running service.
28. To undertake related training as required.
29. To develop a good working knowledge of anatomy, terminology, treatment types,
medical coding and pathology relating to cancer. (To attend relevant courses as
required)
30. To assist in Cancer Services related projects within the Trust and to raise awareness
of the Cancer waiting Times targets.
31. To undertake additional information requests and associated duties as and when
required.
Other
32. To comply with the roles and responsibilities as defined in the Trust’s Health &
Safety Policy and the KSF outline for this post.
33. Ensure all data collection and processing undertaken is consistently accurate and
timely and complies with The Trust Data Quality Policy and local procedures.
34. Undertake any other similar duties in line with the key purpose of the job.
Review
This job description is intended to be a fair and representative summary of the main duties
and responsibilities of the role. As such it is not exhaustive. It will be subject to regular
review between the post holder and manager and may be amended to reflect the needs of
the service, in line with the reasonable requirements of the job profile/grade and KSF outline
for the post, in consultation with the post holder.
Person Specification
Job Title:
Directorate:
Reports To:
Cancer Patient Pathway Co-ordinator
Emergency Services Directorate
Cancer Services Lead Manager
Essential
or
Desirable
Criteria
Criteria
Education and Qualifications
 GCSE grade A-C or equivalent in English & Maths
 NVQ 3 in administration or related subject or equivalent
knowledge and experience
 Commitment to personal and professional development
 Recognised qualification in word processing / typing to OCR II or
equivalent skills
 European Computer Driving License (ECDL)
Experience
 Recent NHS experience
 Experience of dealing with patients and carers over the telephone
and face-to-face
 Good time management
 Recent experience of establishing and maintaining office
systems, data collection and analysis
 Experience of Patient Administration System (PAS) & E-CaMIS
Knowledge
 Accurate keyboard skills and working knowledge of Microsoft
Office (Word, Access, Excel)
 Good understanding of multidisciplinary team working
 Knowledge of cancer waiting times targets & Health Service
Circular (HSC) on cancer performance targets
 Knowledge of security and confidentiality principles
 Understanding of health & safety at work
 Knowledge of medical terminology
Key Skills
 Excellent communication / interpersonal skills
 Ability to work effectively under pressure to meet deadlines
 Ability to effectively prioritise and co-ordinate own work
 A team player able to work well with others and demonstrate
commitment to team objectives
Other
 Respect for the rights and needs of patients and colleagues
 Good previous attendance record
 Professional appearance and behaviour
Assessment
Method
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Assessment Criteria: A = Application, I = Interview, T = Test, R = References
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