Care Co-Ordinator / Administrator

Job description

Job responsibilities

To gain an understanding of the various roles within the practice workflows which often span across multiple teams. The workflow understanding is important in a care coordinator role to ensure processes align.

Care Home Support Work

To support the Care Home team with a range of duties.

Ward Rounds

Collate ward round lists from the care home email and chase if these have not been received in the specified timeframe.

To book all patients on the care home ward round list into an appointment on the specified ledgers ahead of the visit.

Action any ward round requests that are admin related and do not require clinical input i.e., chasing a referral.

Book patients into the acute care home slot on none ward round days, if it cant wait until the next ward round.

New Patient Registrations

To register any new care home patients (both temporary and permanent)

Liaise with the care homes to obtain any MAR charts and discharge letters.

To coordinate the completion of all elements included within a new patient check.

District Nurse Referrals

To organise any DN referrals requested from the care home team including bloods and injections following the correct pathway.

Respect Forms/ Lasting Power of Attorney

To attach and code any Respect Forms/ LPAs for any care home patients when emailed in via the care home. To add the appropriate reminders for both forms.

Long Term Condition Review (LTC) / Structured Medication Review (SMR)/ Personalised Care and Support Plan (PCSP)

Coordinate the care home teams ledger identifying who needs visiting and notifying the care home of the visit date and requirements.

Organising any bloods required in advance of the visit

Emails

To consistently monitor all emails and action any admin related queries. For any clinical emails follow the required pathway.

To chair the monthly multi-disciplinary meeting (on rotation). Minuting and circulating the minutes to the team in a timely manner. To update the records of any patients discussed during the meeting as per The Gold Standard Framework.

To ensure you have your own emails always open during your working hours and to respond accordingly.

To monitor and action all tasks within your personal box and Care Coordinator group task box on SystmOne.

Clinical Workflows

Spirometry and Feno Appointments

To monitor the Spirometry and Feno waiting list, making appointments following the protocol and informing the Rota Coordinator if appointments wont be filled.

Learning Disability Reviews

Ensure all patients with a Learning Disability have an annual review using the recall system.

Chronic Disease Reviews

Support the contracts team with booking any outstanding chronic disease reviews.

Overdue Cervical Smears

Identify patients overdue cervical screening and follow contact these patients as per the protocol.

Overdue Bowel Screening

To contact the patients who have not completed a FIT test to encourage uptake.

Blood Pressure Protocol

To monitor the BP loan machine waiting lists for all sites. Actively loaning out machines and chasing when not back within scheduled timeframe.

To manage both the Floreys and scanned on results and action as per protocol.

To chase any non-responders.

Helping patients with any queries they may have and supporting them in making appointments.

Contacting the patient on behalf of the GPs guidance regarding medication changes.

Baby Vaccines

Using the data provided from the child health team at Humber checking our clinical system to see who overdue vaccine is. Updating the document for the team at Humber and actively contacting those overdue patients to make an appointment.

Above are the main clinical workflows currently aligned to the team however throughout the year more may be identified which could require the support from the Care Coordinator team.

To support the practice with rearranging clinics at short notice due to staff absence.

To support the Pharmacy team with any audit and review work as and when required.

To monitor the incoming e-consultations submitted by patients online. This workflow will include booking appropriate appointments into the AccuRx slots, responding to patients admin queries, tasking pharmacists/dispensary for medication matters, signposting to pharmacies if appropriate.

Managing all incoming results by assigning them to the correct clinician based on the daily rota planner and the guidance document created by our rota coordinator.

To action all aligned batch reports weekly.

Support the Acute GP with daily appointment allocation and coordinating patient care.

Flu and Covid Vaccine Workload:

To provide support with organising clinics and booking appointments for the Covid and Flu Vaccination Programme as and when required.

Coordinating the role out to housebound and care home patients including route planning.

Ensuring all care home consent forms are correctly completed, patients list are up to date along with supporting the team to administer vaccines.

Help in clinics when needed.

To support with inputting vaccine data into SystmOne, ensuring the data quality of vaccines is accurate to maximise vaccine claims and eliminate any errors.

Ensuring all vaccinators and admin have completed all required training before each phase.

Report accurate weekly stocktakes and checking to make sure the vaccines are stored safely and correctly.

To support with moving vaccines between sites whilst ensuring the cold chain is maintained.

Schedule posts on the PCN Facebook page each month focusing on all aspects of health i.e screening advice, awareness days.

To support the Service Manager and Management team with administrative duties. This will be ad hoc work.

This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties which may be requested from time-to-time.

Work safely always in accordance with legislative requirements and practice policy and procedures.

Person Specification

Experience

Essential

• Previous experience of working in an administrative capacity.
• Good working knowledge of Microsoft packages.

Desirable

• Previous experience of working with SystmOne.
• Experience of working in a healthcare environment.

Knowledge

Desirable

• Knowledge of the NHS in general and General Practice in particular.

Skills

Essential

• Excellent communication skills (written and oral).
• Strong organisational and interpersonal skills.
• The ability to work with other teams collaboratively to develop and maintain good relationships.
• Strong IT skills. Ability to use technology to organise workload.

Qualifications

Essential

• Good standard of general education.

Behaviours

Essential

• Planning, organising and the ability to multitask.
• Performing under pressure.
• Flexibility.
• Taking the initiative.
• Self-motivated.
• Methodical and able to check work effectively for accuracy.
• Diplomatic.
• Empathetic.
• Willingness to take calls at unsociable hours of the day.

Employer details

Employer name

The Ridings Medical Group

Address

4 Centurion Way

Brough

HU15 1AY

Employer's website

https://www.theridingsmedicalgroup.nhs.uk/ (Opens in a new tab)