Tracker and Tracer

Job summary

This is a newly created post within the Ophthalmology Failsafe Team. The post holder will predominantly work with the Paediatric and Orthoptic Services of the Ophthalmology Department, however, will also be expected to support the wider failsafe service.

This post offers an exciting opportunity for an experienced administrator to manage the newly developed request list to ensure all patients requiring follow up appointments are safely and accurately managed to ensure future appointment requirements are actioned. The role is essential to ensuring patients outcomes are recorded appropriately and do not end up lost in the system. In addition, the postholder will also support the wider Ophthalmology Failsafe Team in helping to develop robust processes for the safe management of returning patients. The role would suit an experienced administrator with an interest in service development and patient safety.

Interview Date Monday, 15 July 2024 37 Hours 30 Minutes/Week You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy

Main duties of the job

Responsible for the safe management of the paediatric ophthalmology request list under the supervision of the Admin Manager and relevant clinicians.

Working with the Admin Manager ensure robust processes exist for the timely receipt and transfer of all necessary patient information onto the request list.

Manage to request list on a day-to-day basis, ensuring patients are booked follow up appointments in a timely manner.

Escalate with clinicians if demand for appointments is greater than available capacity.

Use multiple IT systems to safely manage patients and ensure appropriate use of all available appointment capacity.

Assist with the creation of written procedures for the duties undertaken.

Work alongside other ophthalmology failsafe team members to ensure safe management of all ophthalmology patients requiring future follow up.

About us

Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.

We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.

We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.

Please see attached information on what Staff Benefits we have to offer at our Trust.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Job description

Job responsibilities

The purpose of this role is to support and encourage individuals living with sight loss, who regularly attend for review, diagnostic tests and treatment, access healthcare services. This will involve reviewing hospital systems ( Medisoft) to identify those patients to be reviewed. The role will then cross reference this with other data held on hospital systems to confirm which patients require treatment and when to uphold treatment plans within the clinically advised timeframe (as advised by clinicians). Many patients will change their contact details. The role will liaise with this complex group of patients to identify up to date information and facilitate their access to treatment. This will require caring, patient and tactful communication to help patients complete their treatment journey. For some patients this is often diagnosed later in life but they will remain a patient under our care long term leading to an ever increasing cohort of patients. With an ageing population this is set to grow. There will be extensive and close working with Trust clinicians, multi-disciplinary teams, Appointment booking Centre and community options (potentially other external organisations in future) to identify patients and support with referrals to and from different sites. The role will also proactively track and support patients during their treatment to ensure that they achieve specific treatment milestones. The post holder will therefore be required to utilise a diverse range of influencing techniques to support patients with treatment completion.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay.

Person Specification

Qualifications & Education

Essential

NVQ level 3 or equivalent qualification / experience plus: Knowledge of a range of work procedures and practices / Knowledge of a full range of administrative systems / Knowledge of medical terminology / Previous experience of NHS working procedures

Knowledge & Experience

Essential

Knowledge of a full range of Trust administrative systems or similar: Medisoft Site specific database Patient record tracking system Request Queue Shappt/Book Understanding of global NHS issues including recent reforms Caldicott Guidelines etc. Freedom of Information Act Data Protection Act Ensure confidentiality and security of patient information Experience of working with service users in in Age Related Macular Degeneration and Glaucoma Highly developed patient-centred communication and influencing skills Experience of using hospital computer systems and extracting data

Desirable

Experience of working with ophthalmology services Experience of working with clinical and administrative professionals in giving assistance and advice on the collection interpretation and use of information

Skills & Abilities

Essential

Ability to work to tight deadlines Supervision skills Capable of working under own initiative, in a reasonable manner, and to agreed deadlines A high level of accuracy, optimum presentation of information and attention to detail Excellent organisational skills

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