MSV PCN - Enhanced Services Coordinator

Job description

Job responsibilities

Enhanced Access Service Coordination

• Oversee the smooth running of the Enhanced Access Service across PCN practices.
• Use the Lantum rota management system to advertise and accept shifts, ensuring clinical rotas are accurately reflected in the clinical system (e.g. SystmOne or EMIS).
• Provide support for altering clinics in response to staff leave, sickness or other changes.
• Plan appointments according to population needs, including rota management, arranging premises, and ensuring required consumables are available, working alongside administrative teams in all linked GP practices.
• Confirm with the PCN Manager that the Clinical and Manager OnCall rotas are updated weekly.
• Ensure the PCN Enhanced Access contracted hours are delivered and support the reporting process to the ICB.

Coordination of Enhanced Access Clinics

• Organise and manage the scheduling of Enhanced Access clinics, including weekday evening and Saturday sessions.
• Create and maintain rotas on SystmOne (or EMIS), ensuring they are updated at least four weeks in advance.
• Add clinical and administrative staff to Saturday clinic rota schedules.
• Ensure all Enhanced Access sessions are appropriately staffed and resourced.

Staff Communication and System Access

• Contact all colleagues booked for Saturday (and other Enhanced Access) clinics via telephone or other agreed methods to confirm attendance.
• Ensure all staff have appropriate, active access to the clinical system (e.g. SystmOne) on their smart cards prior to clinics.

Clinic Preparation and Logistics

• Confirm venue details, access arrangements, alarm codes, and keys for all Enhanced Access sites.
• Verify that clinic sites have sufficient stock of necessary consumables (e.g. blood bottles, speculums, forms).
• Support the PCN team in coordination of seasonal vaccination stock for clinics where relevant.
• Prepare appointments for phlebotomy clinics, including ensuring appropriate blood forms are available.
• Coordinate group sessions with providers (e.g. health promotion, education sessions), ensuring events are publicised through all patient contact channels (websites, SMS, social media, posters, etc.).
• Ensure patient surveys are conducted to obtain feedback from all Enhanced Access clinics and support collation of results.
• Take pathology samples to LRI when required and have business car insurance (evidence required)

Management of Unforeseen Circumstances

• Manage lastminute changes such as staff absences by coordinating patient appointment cancellations and rescheduling where needed.
• Ensure session bookings on Lantum are cancelled and readvertised as required.
• Manage administrative absences by providing cover where possible or coordinating with the oncall management lead.

Building and Emergency Management

• Be familiar with, and activate where needed, the onsite Business Continuity Pack containing contact numbers, alarm codes and building instructions.
• Serve as the point of contact for emergencies or building issues during weekend and Enhanced Access clinic hours, escalating appropriately.

Communication and Reporting

• Inform the OnCall Manager of any clinic cancellations, significant operational issues, or risks.
• Contact the Oncall clinical lead for any clinical emergencies or concerns raised during clinics.
• Maintain clear and effective communication with practices, clinicians, administrative staff, PCN leadership and other stakeholders to ensure the smooth running of clinics.
• Support the preparation of regular reports to the ICB and PCN leadership on Enhanced Access activity, utilisation, and performance.

PCN Projects and Population Health

• Work with the PCN Manager and PCN Clinical Directors to support the delivery of PCN initiatives and projects.
• Utilise GP practice clinical systems (SystmOne or EMIS) and population health data from a variety of sources to proactively identify relevant cohorts of patients, supporting practices to deliver personalised care and meet PCN DES / IIF service specifications (e.g. Enhanced Access, Early Cancer Diagnosis, Cardiovascular Disease Prevention and Diagnosis, Enhanced Health in Care Homes).
• Work proactively with other PCN Additional Roles staff (e.g. care coordinators, social prescribers, health, and wellbeing coaches) to identify patient service needs or inequalities and work with the PCN Manager and PCN Clinical Directors to develop projects or initiatives to support delivery of patient care.
• Work with practices and other care coordinators to support and, where appropriate, redesign elements of the Enhanced Health in Care Homes service.
• Support the PCN in improving overall patient care through promotion of services available locally within the PCN and the wider health system.
• Support the PCN Manager with administrative duties relating to other PCN activities and workstreams, recognising that these will change and evolve each year.
• Support PCN Manager in collecting information from member practices, identifying anomalies, summarising findings.
• Build and maintain a robust knowledge of the PCN, its member practices and local system partners.

PatientFocused Duties

• Help people to manage their needs by answering queries, making, and managing appointments
• Liaise directly with care homes and other key providers, compiling and circulating relevant information across stakeholder groups.
• Communicate effectively and sensitively using language appropriate to the patient and their carer, and their level of understanding, using a Making Every Contact Count approach.

Partnership Working and Other Responsibilities

• Be a proactive team player, managing own time and workload effectively and working under own initiative within agreed parameters.
• Contribute to a culture of continuous improvement, suggesting and supporting changes that improve patient experience and reduce unnecessary workload for practices.
• Undertake any other duties commensurate with the role and grade, in line with the organisations overall objectives and the PCN agenda. The duties of this post will be reviewed regularly with the postholder to develop the scope of the role.

The above is not an exhaustive list. The successful candidate may be asked to complete tasks in line with the organisations overall objectives and the PCN agenda. These duties will be reviewed regularly with the job holder to develop the scope of the role.

Please see the attached job description for full details

Person Specification

Additional Requirements

Essential

• Commitment to continuing professional development of self and others.
• A flexible and adaptable approach to maintain the consistent delivery of high-quality services
• Satisfactory completion of an enhanced check through the Vetting and Barring Service (this will be taken up if offered the post).
• Legal right to work in the UK
• Hep B/MMR vaccinated or willing to be vaccinated
• Full clean driving licence and business car insurance
• A commitment to anti-discriminatory practices in employment, training, and service delivery.
• An understanding of Health and Safety responsibilities.
• Flexibility in working hours, including Saturdays and some evenings

Qualifications

Essential

• At least 5 passes at GCSE Level, or equivalent, and/or a proven level of qualification acquired by experience in a similar role

Experience

Essential

• Experience of working in a health, social care, or similar setting

Desirable

• Experience of working in Primary Care or a PCN environment
• Experience with Rota Management Systems (e.g., Lantum)
• Experience with clinical systems (SystmOne/Emis)
• Experience of service coordination, project support, or population health work

Knowledge and Skills

Essential

• Strong organisational and administrative skills, including rota/diary management
• Excellent communication skills; both written and verbal
• Ability to work independently and as part of a multi-disciplinary team
• Competent IT skills, including the use of Microsoft Office and willingness to learn clinical systems (SystmOne/EMIS)

Desirable

• Understanding of the PCN DES and Enhanced Access requirements

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Latham House Medical Practice

Address

Sage Cross Street

Melton Mowbray

Leicestershire

LE13 1NX

Employer's website

https://www.lhmp.co.uk/ (Opens in a new tab)