Job Description

The Rheumatology departments provide a full range of inpatient and outpatient services to the local community in South west London and beyond. The Patient Pathway Coordinator will lead on the tracking of pathways of patients and scheduling of hospital appointments when required. By working closely with a wide range of clinical and managerial staff, and providing high standard of administrative support, the post holder will ensure patients receive treatment as soon as possible and ensure national targets are met.
The post holder will help to manage the Patient Tracking List, schedule appointments when required, process letters and provide high standard and patient focused service to patients and staff. This post will also support the Diabetes, Endocrinology & Rheumatology team with the administration aspects of service delivery, including advanced therapy high-cost drug and device prescription co-ordination.
The post holder will work both directly and indirectly with patients and their carers to assist in coordinating the care of patients through their hospital care journey, providing the patient with the relevant information and coordinate any test preparations that need to be sent or collected by the patient.
Main duties of the job
o Monitor and review patient care and/or treatment progress using the Patient Tracking List in line with Trust and local policies.
o Identify from the Patient Tracking List and arrange the next steps in the patient care pathway in line with clinical need; ensuring chronology and urgency are maintained.
o To take responsibility for reviewing and validating patient tracking lists on a regular basis and to ensure that appropriate follow up action is taken.
o Schedule appointments for patients as required following agreed processes, including outpatient clinic appointments or infusion therapy admissions.
o Process letters to patients, GPs, other departments in the hospital, and to other healthcare providers using the Dictate.IT software.
About us
St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey.Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).
After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.
Details
Date posted
03 September 2025
Pay scheme
Agenda for change
Band
Band 4
Salary
33,094 to 36,195 a year PA
Contract
Permanent
Working pattern
Part-time
Reference number
200-NN-7301656-CA-A
Job locations
Cross Sites between St Georges and Queen Marys Hospital Roehampton
Blackshaw Road
Tooting
SW17 0QT
Job description
Job responsibilities
Monitor and review patient care and/or treatment progress using the Patient Tracking List in line with Trust and local policies.
Identify from the Patient Tracking List and arrange the next steps in the patient care pathway in line with clinical need; ensuring chronology and urgency are maintained.
To take responsibility for reviewing and validating patient tracking lists on a regular basis and to ensure that appropriate follow up action is taken.
Schedule appointments for patients as required following agreed processes, including outpatient clinic appointments or infusion therapy admissions.
Process letters to patients, GPs, other departments in the hospital, and to other healthcare providers using the Dictate.IT software.
Support clinical teams to obtain relevant patient information when required.
Coordinate high-cost drug (HCD)/ Advanced Therapies documentation and Advanced Therapies MDT outcomes, including contacting patients when required.
Manage databases as required.
Build effective working relationships with Trust prescription management teams and external Homecare providers to ensure smooth transitions from prescription to delivery.
Coordinate high-cost drug Blueteq forms (funding applications and funding renewals) under the supervision of the clinical team.
To liaise directly with GP surgeries requesting blood test results for patients out of area and to arrange shared care agreements where appropriate.
Help to triage and manage non-clinical enquiries from patients, carers and GPs.
Be a single point of contact for patients, carers and the healthcare team including escalating sensitive enquiries received by phone, email, verbally to relevant colleagues. This may include onward referral to the appropriate department within the hospital or community setting.
Escalate any issues and breaches of the waiting times standards to the relevant management in line with agreed escalation procedures.
To be proficient in all Trust IT systems relevant for the role, and Computer literate to medium or advanced levels.
Identify and suggest improvements that can be made to the patient care pathway and/or the patient pathway tracking process.
Co-ordinate and provide administrative support to the relevant teams to ensure that all the relevant paperwork and clinical information is available.
Support data collection for audit purposes.
To be proactive in seeking ways to improve patient pathways and patient tracking processes.
Ensure patient safety, quality, and experience across whole pathway.
To attend and participate in departmental meetings held on a regular basis.
To take steps to resolve callers complaints and concerns. Where this is not feasible, to advise callers of the PALS Service and if necessary of the complaints procedure. Issues should be escalated to the Service Manager/Assistant Service Manager as appropriate.
Ensure the timely and efficient transfer of patients and information between trusts/other organizations involved in the patient pathway, adhering to agreed communication pathways and protocols.
To provide cross cover during periods of staff leave where appropriate with an equivalent Administrator.
To arrange, plan, take and transcribe accurate minutes for meetings and conferences as required. Job description
Job responsibilities
Monitor and review patient care and/or treatment progress using the Patient Tracking List in line with Trust and local policies.
Identify from the Patient Tracking List and arrange the next steps in the patient care pathway in line with clinical need; ensuring chronology and urgency are maintained.
To take responsibility for reviewing and validating patient tracking lists on a regular basis and to ensure that appropriate follow up action is taken.
Schedule appointments for patients as required following agreed processes, including outpatient clinic appointments or infusion therapy admissions.
Process letters to patients, GPs, other departments in the hospital, and to other healthcare providers using the Dictate.IT software.
Support clinical teams to obtain relevant patient information when required.
Coordinate high-cost drug (HCD)/ Advanced Therapies documentation and Advanced Therapies MDT outcomes, including contacting patients when required.
Manage databases as required.
Build effective working relationships with Trust prescription management teams and external Homecare providers to ensure smooth transitions from prescription to delivery.
Coordinate high-cost drug Blueteq forms (funding applications and funding renewals) under the supervision of the clinical team.
To liaise directly with GP surgeries requesting blood test results for patients out of area and to arrange shared care agreements where appropriate.
Help to triage and manage non-clinical enquiries from patients, carers and GPs.
Be a single point of contact for patients, carers and the healthcare team including escalating sensitive enquiries received by phone, email, verbally to relevant colleagues. This may include onward referral to the appropriate department within the hospital or community setting.
Escalate any issues and breaches of the waiting times standards to the relevant management in line with agreed escalation procedures.
To be proficient in all Trust IT systems relevant for the role, and Computer literate to medium or advanced levels.
Identify and suggest improvements that can be made to the patient care pathway and/or the patient pathway tracking process.
Co-ordinate and provide administrative support to the relevant teams to ensure that all the relevant paperwork and clinical information is available.
Support data collection for audit purposes.
To be proactive in seeking ways to improve patient pathways and patient tracking processes.
Ensure patient safety, quality, and experience across whole pathway.
To attend and participate in departmental meetings held on a regular basis.
To take steps to resolve callers complaints and concerns. Where this is not feasible, to advise callers of the PALS Service and if necessary of the complaints procedure. Issues should be escalated to the Service Manager/Assistant Service Manager as appropriate.
Ensure the timely and efficient transfer of patients and information between trusts/other organizations involved in the patient pathway, adhering to agreed communication pathways and protocols.
To provide cross cover during periods of staff leave where appropriate with an equivalent Administrator.
To arrange, plan, take and transcribe accurate minutes for meetings and conferences as required.
Person Specification
Essential
Essential

• Years of NHS experience
• Computer literate in Microsoft Office

Terminology
Essential

• Knowledge of medical terminology within Rheumatology

Years of Experience
Essential

• 2 years of experience working in an NHS environment

Desirable

• Validation and Knowledge of patients tracking lists

Person Specification
Essential
Essential

• Years of NHS experience
• Computer literate in Microsoft Office

Terminology
Essential

• Knowledge of medical terminology within Rheumatology

Years of Experience
Essential

• 2 years of experience working in an NHS environment

Desirable

• Validation and Knowledge of patients tracking lists

Skills Required