Job responsibilities
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.
KNOWLEDGE,
SKILLS AND EXPERIENCE REQUIRED
Essential
include:
Education to GCSE grade C standard
or equivalent or the ability to pass the Trusts Basic Literacy and Numeracy
Test level 2
Ability to work on their own
initiative, as part of a team and to stringent deadlines.
Knowledge and understanding of
patient access standards.
Ability to follow Trust policy and
procedures.
Awareness of Government/Trust
policies and procedures relating to patient
placement.
Work experience in a health or
social care setting.
6. 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
7. CORE BEHAVIOURS AND SKILLS
The post-holder is expected to be
honest, reliable and flexible.
Respect confidentiality in line
with National, Trust and local policies and guidelines.
A positive and professional
attitude.
Maintain and improve quality of
service.
A business like appearance.
Commitment to own personal &
professional development as agreed with their line manager.
Commitment to their teams personal
& professional development.
The post-holder will be expected to
be diplomatic, self-motivated and enthusiastic with a professional attitude.
The post-holder will be expected to
be a good team player, with the ability to work flexibly in a diverse and
demanding environment to meet the evolving needs of the department.
The post holder will be expected to
work shifts across the seven day period including bank holidays - earlys,
lates and nights.
To provide a high standard
confidential, effective and accurate administration service.
Communicate sensitively and
effectively with patients, relatives, colleagues and all other healthcare
professionals.
Respect the working environment, to
be responsible for ones own acts and omissions in relation to Health &
Safety.
Responsible for appropriate use of
equipment within the working environment.
A willingness to undergo all
training requirements necessary for the post
To deal with communications and ad
hoc enquiries from staff and service users, members of the public, and a wide
range of external organisations and professionals. Receiving and relaying
general verbal/written messages and responding by supplying straightforward
information and guidance or referring to the relevant member of the
department or other Trust staff as necessary.
To adhere to relevant Statutory
Instruments and Trust policies and guidelines e.g. Data Protection, Health
and Safety, Confidentiality and personnel policies and guidelines.
To contribute to the production of
information for distribution across the Trust and to other relevant
organisations daily.
Use departmental database for
recording appropriate information as requested and producing reports.
Any other duties commensurate with
the grade which may be required from time to time to ensure the effective
running of the service.
8. CORE KNOWLEDGE AND UNDERSTANDING
The post-holder to possess a good
standard of written and spoken English.
Excellent customer care skills
Basic computer literacy and
willingness to further computer skills.
A thorough understanding of all
policies and procedures governing the Trusts approach and delivery to
Patient Administration.
An understanding of team management
and the policy and procedures governing the Trusts approach to managing
staff.
9. 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.
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 safe working
procedures, and reporting incidents using the Trust Incident Reporting
system.
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.
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.
Patient
and Public Involvement
The
Trust has a statutory duty to involve patients and public in evaluating and
planning services. All staff have a
responsibility to listen to the views of patients and to contribute to
service improvements based on patient feedback.
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.
Respect
for Patient Confidentiality
The
jobholder should respect patient confidentiality at all times and not divulge
patient information unless sanctioned by the requirements of the role.
10. 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.
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.
