Patient Pathway Coordinator - Respiratory - Band 4 - London

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Respiratory Co-ordinator



Barts Health NHS Trust is one of Britain’s leading healthcare providers and the largest trust in the NHS. It was created on 1 April 2012 by bringing together three trusts: Barts and The London NHS Trust, Newham University Hospital NHS Trust and Whipps Cross University Hospital NHS Trust. The new trust has a turnover of approximately £1.1 billion and approximately 15,000 employees.


Together our hospitals - Newham University Hospital in Plaistow, St Bartholomew’s (Barts) in the City, The Royal London in Whitechapel, Whipps Cross in Leytonstone - deliver high quality clinical care to the people of east London and further afield.


The hospitals offer a full portfolio of services that serve the needs of the local community, and are home to some of Britain’s leading specialist centres including cancer, cardiac, trauma and emergency care. Barts Health also has one of the UK’s busiest children’s hospitals and internationally renowned surgical facilities.


Our vision is to create a world-class health organisation that builds on strong relations with our partners and the communities we serve – one dedicated to ending the historic health inequalities in east London. We will build an international reputation for excellence in patient care, research and education. And as members of UCLPartners, the largest academic health sciences system in the world, we will ensure that our patients are some of the first in the country to benefit from the latest drugs and treatments.


We are looking for the best talent to lead our ambitious new healthcare organisation. In return, the Barts Health will provide unsurpassed professional development opportunities, enabling investment in a range of new initiatives that would mean:


•         Doctors and nurses in training will be able to gain experience in different hospitals along the whole patient pathway;


•         There would be greater opportunity for career progression – we could retain good staff who might otherwise leave to gain promotion;


•         Becoming world-class will enable us to recruit some of the best doctors and researchers in the world – who can share their knowledge and experience;


  • Joining forces with other partners in an Academic Health Science System will mean that staff would be better able to secure funds and pool their talents to develop new technology, techniques and treatments.


Job description


Job title:

Patient Pathway Coordinator - Respiratory

Clinical academic group:


Board/corporate function:


Salary band:

Band 4

Responsible to:

Senior Patient Pathway Coordinator

Accountable to:

Deputy Delivery Manager

Hours per week: State total hours a week the role requires



St. Bartholomew’s Hospital

Budgetary responsibility:


Aim of the role


To be the point of contact for patients for all issues relating to their pathway of care in regard to both inpatients and outpatients. The post holder will work as part of a multi-disciplinary team, under the direction of the Clinical Lead, and will provide expertise in the proactive management of the patient pathway from referral to discharge, ensuring the entire pathway is managed smoothly.


The post holder will ensure high levels of patient and clinician satisfaction by being an accessible, customer focussed and knowledgeable point of contact. To provide a consistent approach across the Trust, Standard Operating Procedures (SOP) will describe how the functions of this role will be carried out along with the timescales that will be adhered.

Key working relationships


Patients, relatives, carers, GPs, community teams, patient services, consultants, junior doctors, nurse specialists, other clinicians, schedulers, managers, Other Patient Pathway Co-Ordinator, outpatient department, medical records, ward clerks, inpatient admissions schedulers, patient validation teams, Inpatient Coding & Clinical Support Service Staff and other members of the Directorate


Key result areas


  • Effective and efficient patient pathway management
  • Review and management of patient tracking list
  • Book EBUS & Bronchoscopies diagnostics according to local SOP
  • Improved flow of care for patients
  • Effective and efficient management of clinic cancellations and clinic activity
  • Proactive management of ASI and other issues relating to clinic appointments / flow
  • Clinic letter management and turnaround times in line with 5 working days standard
  • Work closely with the Lung Function Team ensuring diagnostic equipment is available, diagnostics tests are booked reports are downloaded and scanned onto EPR/CRS
  • Support of other specialities in Respiratory


Main duties and responsibilities


General Administration

  • Support the service development projects in the implementation of pilot programmes or new systems for e.g. inpatient admissions, partial booking, pre-assessment appointments
  • Attend meetings for service development initiatives as and when requested
  • To be able to contribute to the continuous service improvement initiatives by the use of good analytical skills to identify areas for improvement and problem-solving
  • Use Trust IT systems and databases to ensure relevant and appropriate patient information is entered and captured
  • Maintain an accurate database of cancelled outpatient & inpatient activity (by hospital and/or patient) and lost capacity, to include number of patients and reason for cancellation
  • Investigate any patient DNAs and deferrals, communicating the results to the Consultants and business unit team as appropriate, updating EPR/CRS/PAS and waitlists accordingly
  • Cancellations – communicate the details to the Clinician ensuring that all information is available. Notify the General Practitioner and update EPR/CRS/PAS and waitlists
  • Liaise with Clinical Coders to ensure notes/medical records are available so that all patient episodes are coded accurately and promptly
  • To support with the design and implementation of audits in collaboration with Head of Service
  • Facilitate and arrange meetings and room bookings, related to the management of the patient pathway
  • Handle post according to SOP
  • Manage consultant diaries in accordance with SOP
  • Undertake general typing duties e.g. references and patient information leaflets
  • Supporting the local clinical consultant dictations systems and the typing of letters as and when required
  • Provide cross cover within POD
  • To carry out duties consistent with the post as required by Assistant Service Manager/Clinical Lead and/or Consultants


Outpatient Pathway

  • Process and log all referrals, including paper and Choose and Book, according to the SOP
  • Register new patients details on to EPR/CRS/PAS as well as update existing patient details
  • Book new and follow up appointments, ensuring that capacity is proactively and efficiently used. This includes booking patients into the right clinic to ensure that they are seen by the most appropriate clinician first time and for subsequent follow ups
  • Ensure that any diagnostics and investigations that are required as part of the patient pathway are requested according to SOP and that the results are available for consultations. This will include those that are carried out at other Trusts
  • Co-ordinate appointments and procedures at other hospitals and organisations, where the pathway requires input from these
  • Complete clinic cancellation forms and process according to SOP
  • Reschedule outpatient clinics as requested by the management team
  • Use the Trust’s medical transcription system and ensure that letters are processed in accordance with SOP and adherence of Trust letter turnaround initiative
  • Liaise with patient records staff, ward administrators/assistants and other organisations to ensure all medical notes, referral letters, results and discharge summaries are available for outpatient appointments and consultations


Inpatient/Day Case Pathway (Speciality specific)

  • Ensure that Trust agreed standard of service is delivered to patients requiring elective admission to the speciality
  • Ensure details of patients to be admitted are entered onto EPR/CRS/PAS and other Trust systems e.g. Surginet
  • Create a waiting list entry for patients requiring admission
  • Contact patients offering them a choice of admission dates and agree with them the date of admission
  • Book pre-operative assessment appointments, where required by contacting the patient to agree the appointment
  • Ensure that patients requiring anaesthetic pre-operative assessment appointments have these booked at the same time as POA
  • Act on clinic outcome forms for pre-operative assessment clinics
  • Ensure that appropriate tests and investigations are arranged and completed, with the results available before the required treatment is carried out
  • Liaise with relevant departments to ensure that specialist equipment is available where needed and theatre slots are utilised appropriately. Ensure ward, clinical areas and clinical teams are aware of patients who have been booked in for treatment and any special requirements for the admission
  • Inform and liaise with the Clinical Site Management team and clinical team that ITU/HDU beds have been booked for elective patients where needed.
  • In line with departmental protocols communicate basic clinical information to patients relating to their procedures and treatments, ensuring appropriate distribution of patient information booklets.
  • Liaise with ward administrators/assistants to ensure completion of discharge summaries
  • Proactively produce reports to inform clinical teams of pathway management


Pathway Tracking

  • To understand 18 weeks referral to treatment (RTT) rules and use them to manage all elective patient journeys
  • Undertake validation of the RTT Patient Tracking List. Investigate and take the appropriate action where pathways are incomplete to ensure that patients are receiving timely treatment and Trust information is robust
  • To be responsible for identifying and escalating any issues to the team leader which compromise delivery of the 18 week RTT pathway , e.g. lack of capacity either in outpatients or for surgery
  • Ensure inter-provider transfers are timely and that the appropriate paperwork has been completed and sent or received
  • Liaise with internal and external colleagues to share patient pathway information and diagnostic information, and expedite patient journeys where needed
  • Manage consultant to consultant transfers within the speciality to avoid delays
  • Manage and monitor outpatient and theatre scheduling (where appropriate), making best use of capacity, giving early warnings of where demand exceeds capacity
  • Ensure trust systems are updated with patient pathway status information and that data quality is maintained
  • Proactively manage pathway to avoid breach targets and take steps to resolve any issues


Communications/Customer Care

  • Demonstrate high levels of customer care and be an ambassador for customer care within the trust
  • To be the friendly, sensitive and accessible focus for patient and carer communication, ensuring that all patients have the opportunity to agree their appointment and admission dates
  • Act as the communication hub for the clinical team, other PPCs, primary care, patients and their relatives as well as internal and external organisations
  • To be responsible for dealing with and recording all concerns/complaints coming into the department, both on the telephone and in writing, escalating as appropriate
  • Liaise with PALS, Patient Feedback systems and groups and any other patient forums to improve care for patients
  • Liaise with Health Advocacy team to book interpreters prior to appointments and admissions
  • Inform transport department of patients who require transport where appropriate following Trust protocols
  • Send written confirmation of appointments and admissions to all patients
  • To be responsible for timely written and verbal communications with patients, clinicians, nursing staff and management
  • Deal with patient pathway queries from other organisations
  • Attend clinics where appropriate to co-ordinate the patient pathway
  • Facilitate the timely production and dissemination of discharge summaries to achieve quality measures, e.g. CQUIN within national target timescales



         The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.


         The post holder might be required to work across the Trust at any time throughout the duration of his/her contract, which may entail travel and working at different hospital.


Effort, skills and working conditions


Physical skills

1. The post holder will be expected to have keyboard skills required for the post

Physical effort

1. The post holder will be required to sit at the computer station for varying lengths of time inputting patient’s data and information

2.The post holder is required to travel between sites

Mental effort

1. The post holder will require concentration for entering patients details on the EPR/CRS system, telephone interaction with patients/clients/staff

Emotional effort

1.The post holder will frequently deal with patients and their family queries and appointments

2. The post holder will occasionally have to deal with staff and patients and their families who are angry/upset/tearful

Physical skills

1. The post holder will be expected to have keyboard skills required for the post


Performance management and appraisal

All staff is expected to participate in individual performance management process and reviews.

Personal development and training

Barts Health NHS Trust actively encourages development within the workforce and employees are required to comply with trust mandatory training.


Barts Health’s education academy aims to support high quality training to NHS staff through various services. The trust is committed to offering learning and development opportunities for all full-time and part-time employees.


No matter where you start within the NHS, you will have access to extra training and be given every chance to progress within the organisation. You will receive an annual personal review and development plan to support your career progression and you will be encouraged to develop your skills and experience.

Barts Health values based leadership

Our leaders ensure a focus on health where patients are at the centre of all we do. They work to create a culture where innovation is promoted and encouraged. They lead by example and demonstrate value based decision making as being integral to the ways of working within the Trust.


Barts Health leaders are role models who demonstrate those attitudes and behaviours which will make us unique. Our leaders are passionate about delivering high quality patient care, take pride in the work that they do to and are committed to the delivering the Barts Health NHS Trust 10 pledges of:


  1. Patients will be at the heart of all we do.
  2. We will provide consistently high quality health care.
  3. We will continuously improve patient safety standards.
  4. We will sustain and develop excellence in research, development and innovation.
  5. We will sustain and develop excellence in education and training.
  6. We will promote human rights and equalities.
  7. We will work with health partners to improve health and reduce health inequalities.
  8. We will work with social care partners to provide care for those who are most vulnerable.
  9. We will make the best use of public resources.
  1. We will provide and support the leadership to achieve these pledges.


Our leaders are visible leaders who believe in spending time listening and talking our staff, patients and partners about the things that are important to them and the changes they would like to make to continuously improve patient care. 


Barts Health leaders work with their teams to develop organisational values, embed them in our ways of working and create the cultural changes required to ensure that we consistently provide an excellent patient experience, regardless of the point of delivery, in an environment where people want to work, regardless of where they work or what they do. 


Health and safety at work 

The postholder has a duty of care and personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in infection prevention and control (IP&C) and be compliant with all measures required by the trust to reduce HCAIs. All post holders must comply with trust infection screening and immunisation policies as well as be familiar with the trust's IP&C policies, including those that apply to their duties, such as hand decontamination, personal protective equipment, aseptic techniques and safe disposal of sharps.


All staff must challenge noncompliance with infection, prevention and control policies immediately and feedback through the appropriate line managers if required.

Safeguarding adults and children

Employees must be aware of the responsibilities placed on them to maintain the wellbeing and protection of vulnerable children and adults.  If employees have reason for concern that a patient is 'at risk' they should escalate this to an appropriate person i.e. line manager, safeguarding children's lead, matron, ward sister/change nurse, site manager, consultant.

 (October 2002).

Conflict of interest

The trust is responsible for ensuring that the service provided for patients in its care meets the highest standard. Equally it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends.  The trust’s standing orders require any officer to declare any interest, direct or indirect with contracts involving the trust. Staff are not allowed to further their private interests in the course of their NHS duties.

Confidentiality and data protection

All employees are expected to comply with all trust policies and procedures related to confidentiality and data protection and to work in accordance of the Data Protection Act 1998. For those posts where there is management or supervision of other staff it is the responsibility of that employee to ensure that their staff receive appropriate training (e.g. HISS induction, organising refresher sessions for staff when necessary).

Budgetary management

If you have responsibility for a budget you are expected to operate within this and under the trust’s standing financial instructions (available in the intranet’s policies section) at all times.

Equality and diversity

The trust values equality and diversity in employment and in the services we provide. It is committed to promoting equality and diversity in employment and will keep under review our policies and procedures to ensure that the job related needs of all staff working in the Trust are recognised.  The Trust will aim to ensure that all job applicants, employees or clients are treated fairly and valued equally regardless of sex, marital status, domestic circumstances, age, race, colour, disablement, ethnic or national origin, social background or employment status, sexual orientation, religion, beliefs, HIV status, gender reassignment, political affiliation or trade union membership.  Selection for training and development and promotion will be on the basis of the individual’s ability to meet the requirements for the job. 


You are responsible for ensuring that the trust’s policies, procedures and obligation in respect of promoting equality and diversity are adhered to in relation to both staff and services.


Smoke Free Trust

Barts Health NHS Trust is a smoke free health provider.  This means that smoking or vapping and charging electronic cigarettes is not permitted anywhere on our hospital grounds or premises. Our Smoke Free Policy aims to support smokers who are ready to stop and create a smoke free environment. As a healthcare provider it’s important we do everything we can to reduce smoking among patients, visitors, staff and the risk of harm to others.  All employees are expected not to smoke in their uniform or with Trust ID cards on public display. Frontline clinical staff are expected to advise patients about the risks of smoking and support them by offering a referral to the smoking cessation service and for inpatients also offer nicotine replacement therapy (e.g. nicotine patches) or medicines; to help alleviate the discomfort of nicotine withdrawal. Smokers are up to four times more likely to stop smoking successfully with support than by going it alone and are more motivated to stop smoking whilst in hospital.



















Person Specification



Respiratory Sleep & Ventilation Co-ordinator




Respiratory Medicine


Essential defines the minimum criteria needed to carry out the job and the job cannot be done without these. 


Desirable refers to criteria which are not essential and which successful applicants would be expected to acquire during their time in post. The desirable requirements are not taken into consideration in a job evaluation panel.


Essential = E

Desirable = D

E or D

Application form


Qualifications and knowledge

GCSE or equivalent in English and Maths, grades A-C


Good knowledge of speciality specific patient pathways


Understanding of patient priorities and performance targets


Thorough knowledge of healthcare administrative systems and processes


Awareness of Secondary Care, Primary Care, GP and community services














Application form



Experience of using a full range of IT/Patient data systems including:

 Microsoft Office: Outlook; Word; EXCEL;


 Choose and Book


An understanding of Medical Terminology appropriate to specialism


Acts responsibly as a team member and seeks help if necessary


Ability to use and maintain resources efficiently


Ability to treat everyone with whom s/he comes into contact with dignity and respect


Experience of Human Rights, Equality and Diversity policies and procedures


Previous experience / working knowledge of 18 weeks RTT programme























Application form



Data/Records/Information Management

Accurate data entry, typing and checking skills


Pays attention to detail


Skilled in the use of IT/patient data systems (as listed above)


Writing and reporting skills


Manages and interprets data correctly to inform decision making


Quality and Service Improvement


Maintains high standards and quality of work


Contributes to service improvements and is solution focused


Completes tasks on time (accurately and to a high quality)


Organising, planning and prioritising skills – meets deadlines


Follows instructions; adheres to organisational policies, protocols and procedures





























Application form


Personal and people development


Makes a positive contribution to effective multi-disciplinary team working


Supports others in their work


Takes responsibility for own actions,

behaviours and achievement of work

objectives and goals







Application form



Ability to speak clearly and concisely


Ability to communicate effectively with people from diverse backgrounds


Ability to adapt communication style as required


Effective complaints handling


Appropriate assertiveness skills


Conflict resolution skills














Application form


Specific requirements

Patient focused


Has a flexible approach and attitude


Adapts to changing circumstances


Demonstrates respect for everyone


Acts with integrity


Complies with legal and organisational requirements












Application form



Any questions, please do not hesitate to contact

Bank Partners is an employment agency/employment business (as defined by the Conduct of Employment Agencies and Employment Businesses Regulations 2003) and is acting on behalf of its client in relation to this vacancy.

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