MDT Co-ordinator - Leeds, United Kingdom - Leeds Teaching Hospitals

Description

Job summary

We are a leading NHS Trust providing outstanding healthcare services in Paediatric Gastroenterology. Our dedicated team is committed to delivering the highest quality care to our patients and families. We are currently seeking a motivated and organised individual to join our team as an Inflammatory Bowel Disease (IBD) MDT Co-ordinator.

Expected Shortlisting Date : 6th May 2024

Planned Interview Date : 13th May 2024

Main duties of the job

As an IBD MDT Co-ordinator in Paediatric Gastroenterology, you will play a vital role in ensuring the efficient co-ordination of multidisciplinary team activities. You will be responsible for organising meetings, collating and distributing information, and facilitating effective communication among team members. The successful candidate will have excellent organisational skills, strong attention to detail, and the ability to work effectively in a fast-paced environment.

About us

The Paediatric Gastroenterology Team is made up of four main services: nutrition, inflammatory bowel disease, gut dysmotility and general gastroenterology. We care for patients from 0 to 18 years including neonatal infants. We are based at the Leeds General Infirmary site of Leeds Children's Hospital and provide support for patients across the hospital, working closely with other specialities.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Job responsibilities

2. JOB PURPOSE

The MDT Co-ordinator will provide a comprehensive administrative service to support and cover the Multidisciplinary Teams (MDTs) and ensure the effective management of accurate and timely data to enable clinical decision-making at MDT meetings when required.

The post-holder will coordinate, proactively manage and track patients against the National Waiting Times Standards. They will escalate problems to CSU management team and the Clinical team in a timely manner so that remedial action can be taken where necessary to ensure the Waiting Times targets are met.

Where appropriate the individual may manage a small team of staff, ensuring cover arrangements and support is available for the smooth running of the MDT. The individual will also provide cover to the MDTs, in the specialities in most need of resources, especially in times of annual leave, sickness/absence, and during periods of transition between appointments.

3. JOB DIMENSIONS

The post-holder will coordinate all aspects of the patient pathway in their specialty and be responsible for prioritising work, reviewing work practices, setting up, managing and ensuring effective running of MDT meetings when required. In addition the MDT Support Coordinator will be responsible for ensuring all patients are monitored and tracked and maintaining the service database and ensuring information is communicated to the appropriate clinical and administrative staff within the Trust.

The post-holder will work across management teams and organisational boundaries and, whilst linking closely with the Clinical Team, contribute to Directorate plans and developments, participate in data submissions and validation process.

Where appropriate the post-holder will supervise MDT data clerks and be responsible for appropriate supervisory and personnel arrangements.

4. ORGANISATIONAL CHART

The post holder will report to the Patient Services Co-ordinator for Childrens Services

5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Knowledge

Application of Trust Policies, practices and procedures associated with the role of MDT Coordinator

Knowledge of the care pathways, wait time standards and the management of patients on these pathways

Understanding of definitions and reporting requirements of the Operating Framework for the NHS 2012/13 the referral to treatment (RTT) operational standards

Understanding of multidisciplinary team meeting requirements and organisation in line with national guidance

An understanding of hospital information systems: PAS, reporting portal

Skills

IT skills in Word, Access, Excel, and ability to navigate databases

Ability to accurately transcribe and record complex medical information to the database for tracking and monitoring purposes

Ability to cope with distressing and emotional nature of the work when dealing with sensitive situations involving patients and their families

Ability to work under pressure to meet the agreed timescales of the national waiting time standards

Ability to communicate and negotiate key actions with all levels and disciplines of staff, within and external to LTHT

Excellent organisational skills, ability to prioritise workload, multi-task and meet deadlines

Experience

Working in a customer/patient-focused environment

Use of office-based procedures gaining competence in interpretation and analysis of reports, databases and spreadsheet information

Experience of IT applications in a Windows based environment

Working on own initiative and delivering results to deadlines

Qualifications

GCSE (or equivalent) as a minimum qualification

Knowledge of English Language and Medical terminology

RSA level II

European Computer Driving License (ECDL) desirable

NVQ level 3 Training in MDT Coordination desirable

6. CORE VALUES

Commitment to providing a flexible and high quality administrative MDT support with a patient-focused approach to the role and responsibilities

A professional approach to work, patients and colleagues

Respect confidentiality in line with Trust and national guidance

Commitment to maintain and improve quality of care in the application of their responsibilities and duties

Commitment to the delivery of Directorate, Divisional and Trust objectives and key performance standards

Commitment to own personal and professional development as agreed with line manager

7. CORE BEHAVIOURS AND SKILLS

The post-holder is expected to be a self-motivated, enthusiastic team member with a professional attitude and the ability to work flexibly in a demanding environment. The individual must be able to communicate sensitively and effectively with clinical and managerial teams in the Trust.

The MDT Coordinator must work within local Trust and NHS processes and protocols demonstrate integrity and respect patient confidentiality.

The role requires willingness to undergo training, professional and personal development in line with changes and advances.

8. CORE KNOWLEDGE AND UNDERSTANDING

The MDT Coordinator will demonstrate understanding of local and national standards/targets applicable to the area of service. This includes knowledge and understanding of definitions and reporting requirements of the Operating Framework for the NHS 2012/13 the referral to treatment (RTT) operational standards

In addition the post-holder will have knowledge of key Trust information systems and the ability to navigate these to track patients. Knowledge of the patients pathway relevant to the service and knowledge and understanding of applicable medical terminology is required.

Knowledge of administrative processes and procedures in an acute hospital setting, including awareness of the Caldicott Guidance and Data Protection and Security Act relating to patient information is also required.

9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

The following component areas of the role should be used in conjunction with the Standard Operating Procedure for the Primary Ciliary Dyskinesia Care Service. (Appendix 1)

Managing MDT Meetings

The post-holder will be responsible for:

Coordination and management of the MDT meetings ensuring that dates and venues for the weekly meetings are booked for the full year and that all MDT members are aware of the details for the meetings.

Will record the individual patient discussion and plan on the database

Ensuring MDT members know which patients are listed for MDT meeting discussion so they can prepare relevant imaging

Ensuring that case notes, diagnostic test results, x-rays, audio/visual equipment etc., are available for each patient

Ensuring an attendance register is kept, proformas outlining patient treatment options/decisions are completed

Keeping orderly filing systems for MDT documentation for review

Information / Data Collection

The post-holder will:

Collect and record patient information on Trust data recording systems ( pathology, radiology, outpatients, bookings, database etc to ensure the patients progress can be measured

Ensure the database is updated daily and key events are chased and recorded as soon as possible.

Ensure that relevant information and evidence required for validation is available and updated regularly.

Tracking and Case Management

The post-holder will:

Work closely with consultants, specialist nurses, clerical and other staff to deliver a coordinated, consistent tracking and information service.

Monitor the patients progress on the pathway and check daily to ensure that escalation points are adhered to.

Utilise reports on the portal to monitor patients and identify delays for action.

Ensure patients are booked into next events in line with national standards and Trust policies, communicating with key personnel to action fast-tracking etc where required.

Highlight to Directorate Business Managers for escalation, those patients whose progress is likely to fall outside the agreed timescales.

Liaise with other departments to ensure that investigations, opinions and treatments are sought in a timely fashion.

Weekly Scheduling/Performance Management Meetings

The post-holder will:

utilised appropriately

Attend weekly performance monitoring meetings and take appropriate actions resulting from these meetings

Present information to the CSU Business Manager in a readily usable format as described in the Operational Policy for MDT Coordinators.

Work with the Business Manager to develop reports that enable proactive weekly and monthly pathway monitoring and analysis of past performance

Escalation of Actions

The post-holder will:

Monitor the agreed timescales in the Trusts Escalation Policy.

Escalate actions at the various levels as outlined in the policy

Ensure that all relevant information is provided to the staff responsible for initiating escalation and alerts.

Reporting Breaches of the Target

The post-holder will:

Identify breaches via the tracking systems, in accordance with the 18 week RTT wait guidance, and report these to key staff within the Trust.

Ensure all breaches are identified and an initial report sent weekly to members of the clinical team and Directorate Business Managers.

Communication

The post-holder will:

Gather information from various sources to ensure that the patient benefits from improved and speedier communication

Communicate with key departments (diagnostics, clinic bookings etc.,) to ascertain if treatments conducted and to update records and databases

Organise, coordinate and present patient information to the weekly MDT meeting and communicate aspects of care requiring completion to clinical staff at these meetings

Qualifications

Essential

Experience

Essential

Desirable

Skills & behaviours

Essential