Job Description
Care Coordinator Job Description
Job Title: Care Coordinator
Responsible to: Operations Manager
Accountable to: Practice Manager
Base: Pinhoe Surgery, Broadclyst Surgery and Hilton Hotel, Exeter Airport
Salary: Up to £12.25 per hour depending on experience
Hours: Full time (37.5) – we would consider part time as a job share
Job Scope
The Care Coordinator is responsible for undertaking a wide range of administrative duties and for the provision of general support to the multidisciplinary team. Care Coordinators play an important role within a practice to proactively work with people, including those residing in an Asylum Seeker hotel, residing in care/nursing homes and the frail/elderly, to provide coordination and navigation of care and support across health and care services.
The Care Coordinator is a key part of the administrative team. You will work primarily at our Pinhoe premises, and from the Asylum Seeker Hotel (one day per week), but you may be required to work at our Broadclyst surgery from time to time.
Enthusiasm, professionalism, strong teamwork ethos and attention to detail are skills that are required of the post-holder. A good level of IT skills is also a requirement as there are many systems that the post holder will need to use.
Main responsibilities
To provide high-quality care-coordination support to the Practice to include:
Specific to the Asylum Seeker Hotel:
- Taking ownership of the scheduling of the weekly clinics at the Asylum Seeker Hotel, ensuring appointments are booked with the most appropriate clinician and making the patient aware of their appointment through the use of Google translate where required.
- Ensuring that the kit at the hotel is stocked and replenished at all times.
- Setting up the clinic rooms each week ensuring that the clinicians are in the position to start upon their arrival.
- Chaperoning where required (training will be provided).
- Accurately recording information on the patients’ medical record (EMIS system).
- Being the point of contact for the clinicians and hotel staff on the day of the clinic; assisting with calling patients through, printing lab request labels, letters, IT issues, etc – you will work alongside the clinicians with robust security processes in place.
- Carrying out any required administrative work to come out of the weekly hotel clinic, such as booking follow ups and scanning information onto the PC.
- Receiving and responding to emails from the hotel staff regarding patients and using your initiative to directly book or defer to a clinical colleague for triage.
- Registering new patients residing at the hotel and ensuring those already registered are synchronised with the NHS Spine and where applicable, are upgraded from temporary to permanent.
- Reconciling the list of patients residing at the hotel to keep it up to date an accurate to ensure the smooth running of the hotel clinics.
- Attending meetings with the commissioners regarding the service.
- Booking translators for the hotel clinics.
- Coordinate annual vaccination campaigns for this cohort of patients (influenza/covid)
Specific to the Care/Residential Homes:
- Take ownership of the weekly care/residential home ward rounds, liaising with the designated GP where required.
- Be the main contact for the care/residential home staff, liaising with them by telephone/email and the occasional on-site visit where required.
- Preparing paperwork for personalised care and support plans carried out annually for each resident.
- Auditing of care/residential home residents to ensure that all required information is held and easily accessible, i.e. TEP form, CPR status, next of kin details, etc.
- Keep the out of hours service and other agencies updated when a patient moves onto the end-of-life pathway or other reason that may require input over a weekend.
- Coordinate annual vaccination campaigns for this cohort of patients (influenza/covid).
- Ensure all care/nursing home residents are registered and coded correctly ongoing.
- Chasing discharge paperwork from the hospital for this cohort of patients; adding them to the medical record and any further required action.
General:
- Initiating contact with and responding to, requests from patients, team members and external agencies.
- Input information into the patient’s healthcare records as necessary, for example, an ongoing patient query, so that the team can assist in your absence.
- Check tasks and emails regularly and respond in a timely and professional manner.
- Maintain a clean, tidy, effective working area at all times.
- Support clinical staff with general tasks as requested.
- Partake in audit as directed by the audit lead.
- Support the team by providing cover during staff absences.
- To stay up to date with required mandatory training.
- To develop and maintain a knowledge of service pathways and criteria.
The above list is not exhaustive, all personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.
Equality, Diversity and Inclusion
A good attitude and positive action towards equality, diversity and inclusion creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
The post-holder will support the Practice policy on equality, diversity and the rights of patients, carers and colleagues. This includes:
- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Overall, behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
- In the course of seeking treatment, patients entrust us with, or allow us to gather, very sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined, the post-holder will have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to business information relating to the practice. All such information, from any source, is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with Practice policies and procedures.
Health & Safety
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, to include:
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified.
For further information or to discuss this role further please contact either Mrs Amy Taplin via email to amy.taplin@nhs.net
Job Types: Full-time, Part-time, Permanent
Part-time hours: 37.5 per week
Salary: Up to £12.25 per hour
Schedule:
Ability to commute/relocate:
- Pinhoe, EX1 3SY: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Do you have any experience of working with either the asylum seeker or care/nursing home population?
- Do you feel that you would be able to cope mentally with the stories that you are likely to hear regarding torture/abuse and conflict in the asylum seeker population?
- Have you managed the set up of patient clinics in the past? If so, to what extent?
Work Location: In person
Application deadline: 14/05/2023
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