Clinical Services Administration Co-ordinator

Job description

Job responsibilities

Inpatient Services Unit

To process all Specialist Palliative Care referrals in accordance with Hospice Policy, monitoring 3 separate inboxes.

Maintain appropriate communication with all departments to ensure appropriate action is taken on receipt of referral until discharge/death.

Responsible for collating admission/discharge/RIP packs for patients

Scanning of inpatient correspondence to System One.

Ensure that the IPU clinical staff have the information they require, eg clinical letters; results for inpatients, etc

Type notice of death letters and discharge letters accurately and within agreed timeframes.

Complete death notifications for CQC within the specified timeframes and Issue death certificates electronically to Registry Office.

Ensure weekly handover sheet is completed and emailed to relevant doctors within the agreed timeframe.

Deal with post daily

Assist Social Worker with any Inpatient CHC Funding letters.

Outpatient Services

To process all Specialist Palliative Care referrals in accordance with Hospice

Policy, monitoring 3 separate inboxes.

Contact patients directly for any Outpatient appointments across all four clinics to ensue attendance and prevent DNAs.

Format all clinic letters accurately and within agreed timeframes. Ensure that copies are sent securely to GPs etc on a daily basis.

Using EDMS and RIO systems obtain letters; results; bloods for every patient attending OPD.

Scan the above documents onto System 1 on a daily basis

Liaise with patients in order to cancel and rearrange OPD appointments

Liaise with Outreach volunteer receptionists to ensure there is cover for outpatient clinics. To provide cover for the outpatient clinics in the absence of these volunteers.

Arrange daily ad hoc clinics for patients who require attention before their next planned appointment.

Book patients into the Medical Monitoring Clinics for GP Registrars, to follow up stable patients who have been discharged from Outpatient clinic.

IPU - Management Support

To ensure the accuracy of the records held on the patients record system, i.e. System 1 and undertake the role of System Administrator.

To attend the daily SPCT Huddle Teams meeting, as per the rota and take relevant notes.

To deal appropriately and sensitively with both professional and lay enquires, assess urgency of requests for help, deal with distressed and often bereaved relatives and access services for patients and families when required.

Assist with the destruction of drugs.

To process rapid discharge referrals and liaise with IPU Team.

Support the INPU manager with monthly payroll check

M.D.T.

To compile a listing of patient activity for discussion at weekly MDT meetings

Undertake other general administrative duties within appropriate deadlines as required by members of the MDT

General

Operate as part of the Administration Team, supporting the medical and clinical work of the hospice including covering duties of other administration staff.

To undertake any other duties as deemed necessary and appropriate to your role.

To maintain confidentiality in respect of all information.

Be aware of obligations and statutory rights with regard to disciplinary and grievance procedure.

The post holder will observe the Hospices No Smoking policy

The post holder will adhere to the Fire, Health & Safety Regulations, and Policies of the Hospice

The post holder will be required on an annual basis to attend and comply with mandatory training requirements, plus any training as deemed appropriate

Undertake any tasks delegated by the office manager

Person Specification

Qualifications

Essential

• ECDL or equivalent qualification
• Demonstrate competent IT skills / familiar with a variety of Microsoft applications
• Audio skills - RSA II or III
• Minute taking skills
• Experience of medical terminology
• Knowledge of patient health records system

Desirable

• Experience of Systm1 patient health records system

Experience

Essential

• Mature & professional attitude
• Tact, diplomacy
• Excellent communication skills
• Able to work prioritise workload to meet agreed deadlines
• Able to work on own initiative
• Team player

Desirable

• Previous experience of administration work in a Health Care setting

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

WILLOWBROOK HOSPICE

Address

PORTICO LANE

PRESCOT

L34 2QT

Employer's website

https://www.willowbrook.org.uk/ (Opens in a new tab)