Gastroenterology & Hepatology Failsafe Officer

To ensure all patients receive the relevant appointment in line with clinical recommendations, with particular attention to the 18 week and elective access policy for routine, urgent and 2WW pathways. The post holder is required to work on the outpatient waiting list, in particular focusing on monitoring and validating the RTT position to ensure that patients are booked in a timely manner and based on their clinical priority. The post holder will work closely with administrative teams across the GEH Directorate and provide administrative support to the GEH management team and clinical teams to ensure the whole patient pathway is maintained. To assist the Data Validation Clerk to ensure that patient-level information is accurately recorded before being reported, by validating the information held on our electronic systems., Maintaining a registry of patients with and without an appointment. - Informing the Consultant and Service Manager of any patients at significant risk due to delays of appointments both new and follow-ups. - Contacting patients identified as lost to follow-up via telephone or email to arrange appointments and understand reasons for missed appointments. - Liaising with the Gastroenterology clinical team to ensure all requests for follow-up appointments are actioned promptly. - Escalating concerns if appointments are not booked within target timeframes. - Meeting regularly with the clinical team to review patient cohorts and ensure up-to-date tracking., Maintaining a registry of patients with and without an appointment. - Informing the Consultant and Service Manager of any patients at significant risk due to delays of appointments both new and follow-ups. - Contacting patients identified as lost to follow-up via telephone or email to arrange appointments and understand reasons for missed appointments. - Liaising with the Gastroenterology clinical team to ensure all requests for follow-up appointments are actioned promptly. - Escalating concerns if appointments are not booked within target timeframes. - Meeting regularly with the clinical team to review patient cohorts and ensure up-to-date tracking. Duties and responsibilities Patient Tracking & Scheduling - Ensure timely clinic review and discharge as per clinical guidelines. - Maintain recall systems and schedule follow-up appointments as per guidelines. Surveillance Management - Work closely with the secretarial team to ensure the workitems list is up to date and accurate. -Lead on projects relating to the cleansing of the workitems list on revenue cycle. -Highlight patients who are at risk due to a missed FU. - Validate workitems to improve data accuracy and clear any errors. Follow-Up - Assist with booking follow-up appointments. - Escalate concerns if follow-up appointments are delayed. Data Management & Reporting - Update patient databases with follow up details and the plan for the next step on the pathway. - Generate reports for clinicians on patient cohorts (eg., IBD, General Gastro, Hepatology etc.) -Assist with data extraction for directorate meetings (eg., Hepatology User group & Gastroenterology User group) - Assist with documentation, correspondence, and audit preparation. Administrative Support - Ensure compliance with SOPs, hospital policies, and clinical guidelines. - Provide administrative support to the Gastroenterology and Hepatology team, including correspondence and audit preparation. Failsafe Duties - Use Trust computer systems (e.g., EPR) to ensure appointments are actioned correctly and RTT status is accurate. - Validate patient pathway data using notes, databases, and electronic systems. - Mentor and provide on-the-job training for new staff as required. - Ensure patients discharged on the electronic system are correctly processed. - Collect additional data as required. - Plan and organise own work schedule, demonstrating good time management. - Ensure secure systems for storage of all resources, including computerised information. - Develop and maintain effective working relationships with staff across the department and Trust. - Raise awareness and provide training on elective care systems and lost to follow-up processes. - Ensure confidentiality and security of data in line with the Data Protection Act. Customer care - Respond to patients promptly and courteously, providing information or referring as appropriate. - Respond to telephone/email enquiries in a timely manner. - Maintain effective communication mechanisms across all divisions. Analytical Skills - Analyse information regarding patients waiting for appointments. - Extract and disseminate required information from databases and Excel workbooks. Training and Development - Undertake additional training as required. - Share knowledge and provide training to Trust staff involved with elective care and lost to follow-up processes. General - Attend meetings as required. - Undertake other duties within the scope of the post as required by management., The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

• GCSE English and Math (Or Equivalent) at Grade C or above, Educated to degree level/NVQ level 3 or above, Great communication skills.
• Administrative and organisational skills.
• High standard of spoken and written English.
• Ability to work independently and as a member of a team.
• Conscientious, hard working and reliable.
Desirable criteria
• Evidence of positive approach to working in complex environments.
• Keen to further own training and development., Administration Experience.
• Previous experience of working in an office.
Desirable criteria
• Knowledge of Elective Access Policy.
• Previous administrative experience in NHS.
  
  Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence., Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel. In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism., Sexual Safety Charter: In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.