Patient Flow Co-Ordinator

Job description

Job responsibilities

Primary Duties and Responsibilities

Provide comprehensive administrative support to the Patient Flow Lead, including but not exclusively:

Receive and record all incoming referrals to the Hospices services.

Management of the referrals email inbox and answer machine.

Ordering of patient transport.

Making and receiving telephone calls on behalf of the Patient Flow Lead.

Dealing sensitively and informatively with all queries related to Nightingale House Hospices services.

o Taking minutes and preparing notes for clinical meetings.

o Support incident reporting and governance

o Co-ordinating discharges

Provide support to the Patient Flow Lead in the production of clinical reports as required.

Exchange information as appropriate between departments within the Hospice, hospital and community services whilst maintaining patient confidentiality.

Arrange meetings involving personnel from within and outside the Hospice as requested by the Patient Flow Lead.

Assist the Patient Flow Lead in identifying groups of potential service users not currently accessing Hospice services and support and identify the reasons for lack of engagement with the services.

Assist the Patient Flow Lead in analysing data from audit / research and preparing your findings into a presentation for them to present to professional groups and publish as appropriate.

Contribute to the production of an annual report of the Hospices activities, circulating it widely and appropriately.

Assist the Patient Flow Lead with regular service delivery reviews, monitoring activity levels and data collection.

Preparation of all necessary documentation for external / internal patient referrals including manual and electronic data input and data access from other local health and social care data record systems.

Dealing with queries from clients and professionals at a level appropriate to your role and responsibilities.

Maintain adequate supplies of documentation and clinical forms for the Patient Flow Lead.

To liaise effectively with all departments within the hospice to ensure needs for pre-admission or pre / post discharge assessment are met within a timely manner.

Receive and distribute incoming mail for the Patient Flow Lead; deal with routine items and action the remainder as appropriate or as instructed.

Ensure all outgoing mail items are managed in an appropriate and timely fashion.

Work with the Clinical Administration Lead in the collection and availability of audit data and operational statistics for internal requirements and:

o Monthly minimum data sets.

o Additional statistics as required by changing needs of the Hospice.

Collect management intelligence data as agreed, ensuring this is accurate and recorded in a timely manner.

Work in partnership with the administration team to ensure accurate and valid Management Information is reported in a timely manner to the Director of Clinical Services and CEO.

Establish and maintain communications between the Hospice, Hospitals and community agencies.

Assist clinical staff in the collection of patient files for audit purposes and ensure they are returned after use.

Participate in the development of IT services and clinical data collection systems.

Ensure that systems and procedures for recording and filing information are suitable for the purpose and make efficient use of resources. Maintain comprehensive filing systems

Ensure clinical records are prepared and stored in an appropriate and timely fashion.

Be responsible for accessing the Welsh Portal System when required to obtain patient investigation results.

Collate feedback from patients / families regarding the experience and quality of information sharing pre-admission to hospice including patients admitted from both primary and secondary care.

Collate feedback from referrers in both primary and secondary care regarding the impact of the Patient Flow Referrals Service on awareness of Hospice services and on response to referrals.

Provide cover in the absence of other team members of the admin team.

Comply with information governance ensuring information is efficiently and legally managed.

Management

• Plan and organise own workload on a daily basis.

Personal Development

• Participate in regular annual reviews of individual needs for ongoing education and development, identifying appropriate opportunities for continual professional development.

• Attend annual mandatory training appropriate to your role and responsibilities.

• Undertake IT training to maintain appropriate computer-based skills.

Person Specification

Experience

Essential

• 2 years previous medical administrative experience.
• Previous employment in a similar clinical role would be an advantage
• Experience working in an office environment.

Qualifications

Essential

• NVQ / Diploma in Administration or Business

Desirable

• AMSPAR
• ECDL

Skills, Knowledge and Behaviour

Essential

• Microsoft Office Software
• Ability to deal sensitively with members of the public, staff and external bodies, maintaining a high degree of confidentiality at all times.
• Excellent time management.
• Operates with diligence, precision and attention to detail.
• Able to show initiative.
• Flexible / Adaptable.
• Ability to work as part of a team.
• Excellent communicator.
• Confident.
• Hardworking.
• Highly organised.
• Resilient.

Desirable

• Working with multi agencies.
• Welsh Speaker

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

Nightingale House Hospice

Address

Chester Road

Wrexham

Clwyd

LL11 2SJ

Employer's website

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