Job responsibilities
The
Operations Co-ordinator will work as part of the Operations Team who are
responsible for the coordination of all acute and elective admissions
following guidelines/procedures provided. The Department operates 24 hours a
day, 7 days a week and is responsible for assisting the Trust in delivering
Patient Access targets.
The
role is required to provide a range of
clerical and administrative duties to include receiving and validating
documentation, reports and patient information, processing appropriately
within departmental guidelines, entering information onto the appropriate IT
system and retrieving information as and when required.
The
Operations Co-ordinator is responsible for ensuring the timely placement of
patients by working in collaboration with other specialty based bed managers
to ensure patient flows from A&E are maintained and elective admissions
are recorded in line with Trust policy.
They will also be responsible for inputting patient level detail on
relevant Trust administration systems in a timely and accurate manner, creation
of case notes and interrogation of patient administration systems to
establish appropriate information.
3. ORGANISATIONAL CHART
4. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
Service
Delivery
To maintain an accurate bed state
for the Trust by accessing the Intranet Bed State and/or contacting
wards/departments by telephone.
The Co-ordinator will strive to
achieve timely admissions and will participate in the Trusts Escalation
procedures as indicated in relevant policies.
To monitor the Bed Request Module
and be responsible for contacting the relevant Bed Manager to ensure he/she
is aware of patients waiting a bed
Establish and maintain excellent
communication skills both written and verbal
To support the administration
process for the Trust in line with Trust Policy on Ward based Admissions,
Discharges and Transfers in relation to acute and elective admissions
Be aware of, and participate in,
the role of bed board in a MAJAX.
To ensure all patients enquires are
dealt with in a friendly and professional manner.
Undertake general administrative
duties including filing, typing, photocopying, faxing, and dealing with
general communication and ensure that all admission procedures are followed.
Comply with the requirements
dictated by regulatory bodies and their code of practice throughout all
disciplines in the Inpatient Placement Service, the Leeds Teaching Hospitals
Trust and the NHS
Staff will work for long periods of
time unsupervised in a small team
Staff will have higher level user
access to the Trust Patient Administration System (PAS) due to the
unsupervised nature of the work over a 24 hour period, 7 days per week to
allow accurate recording on PAS of all admissions, discharges and transfers
across the Trust. This includes the
ability to review and rectify errors made by ward based staff on PAS and
escalate training needs to corporate patient administration during usual
office hours.
Information
Management
Maintain accurate records of
outlying patients.
Ensure the Patient Administration
System (PAS) and A&E system (Symphony) is kept up to date.
Compile statistics as required for
management information purposes and ensure that they are available when ever
needed.
Responsible for the collection of
data and producing daily reports.
Monitor administrative processes to
ensure all are completed within agreed timescales.
5.
THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
6. WEST YORKSHIRE ASSOCIATION OF ACUTE
TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
7. INFECTION CONTROL
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS
Trust Infection Control policies, in particular by practising Universal
Infection Control Precautions. Hand hygiene must be performed before and
after contact with patients and their environment.
8. HEALTH AND SAFETY / RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all
times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and
Safety policies, in particular by following agreed security and safer working
procedures, and reporting incidents using the Trust Incident Reporting system
9. EQUALITY AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient
or visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
10. TRAINING AND PERSONAL DEVELOPMENT
CONTINUOUS PROFESSIONAL DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
jobholder will undertake all mandatory training required for the role.
11. COMMUNICATION & WORKING
RELATIONSHIPS
It
is essential that the Operations Co-ordinator maintains and develops good
working relationships with all staff.
This will involve considerable liaison with consultants, nursing
staff, managers, medical secretaries, and patient administration staff
throughout the Trust.
12. SPECIAL WORKING CONDITIONS
i) PHYSICAL EFFORT:
Speed
and accuracy in typing. Accuracy needed for inputting information (e.g. on departmental database, spread sheet,
emails.)
Needs to sit at the computer most
of the day.
Occasionally required to lift and
move stationery, boxes of leaflets or files etc. For example, boxes containing five
reams of paper.
ii) MENTAL EFFORT:
Needs
to concentrate most of the time and deal with interruptions e.g. the phone
ringing, being asked to leave one task to do another more urgent task
Mental effort is required for
example:
When dealing with a wide range of
enquiries
Preparing documents for reports
Inputting information onto a
database and producing reports from the database.
Concentration when inputting
patient related information
Organising and prioritising work
and progress chasing
Planning and thinking ahead to
ensure all work in completed on shift
iii)
EMOTIONAL EFFORT:
This
is a busy department with conflicting priorities.
Having
access to information about patients condition when dealing with calls and
enquiries from police, relatives and bed managers.
Patients
relatives can be emotional when making calls.
Conversations can be difficult with colleagues on a day to day basis
when there is a need to achieve A&E Access Targets by placing patients
with other departments. Staff must
remain calm and tactful and professional at all times
iv)
WORKING CONDITIONS:
Needs to work at a computer all shift.
Remains in one office location with no need to leave this office.
