Day Services Coordinator

4 months ago

Hereford, United Kingdom St Michael’s Hospice Full time

**Job Title**: Day Services Coordinator Salary Range: 5, 6, 7 pro rata. Hours: Monday (9am - 12pm), Wednesday, Thursday and Friday (8.30am 3.30pm daily) Total 22 hours weekly. Department: Care Clinical Administration Location: Day Services Department, St Michaels Hospice, Bartestree Reports to: Clinical Administration and Data Manager Responsible for: Up to 10 Volunteer Day Services Hospitality Assistants during week. Job Purpose: To provide an administrative and clerical support service for Day Services Clinicians, enabling the effective day to day running of activities in the Day Services unit.

**Key Responsibility Areas**: Service Delivery Ensure systems and processes are in place to enable delivery of all administrative tasks relating to the Day Services Department and services to patients. Support the Nurses in Charge with all administration relating to Emis Web workflow of Day Services referrals to caseload lists. Complete any required Emis Web Patient Journey Tracker entries for Day Services patients. Complete Emis Appointment Book entries for patients attending clinics or Day Services activities or group sessions, by creating and updating Emis Appointment Book slots.

Maintain electronic patient records within EMIS Web for admissions, discharges and deaths of Day Services patients. Ensure all paper correspondence is scanned, uploaded to Emis Web and filed upon receipt in the multi-disciplinary case notes. Facilitate collating patient information and associated documentation and deliver to the Nurse in Charge in a timely manner. Produce medical letters to final Clinician signature standard, for the Day Services Medical Team seeing Day Hospice patients in the Hospice.

Maintain daily workload contact with the Medical Secretaries in the Clinical Admin Team, to enable workload to be distributed evenly between both areas and allow medical letters to be completed to final Clinician signature standard, within the Hospice stated target of two working days. Create new Day Services letter templates within Emis Web, as required by Clinicians for distribution to Day Hospice, Living Well and any other Day Services patient. Provide support to IPU (In Patient Unit) Ward Clerk if any administration support requested e.g. scanning patient records or preparation of admission folders.

Ensure Respect form documentation is recorded within Emis Web for all new Day Services patients, if appropriate, ensuring Respect form is available to Nursing team if required for medical emergency assistance situation. Responsible for overseeing the safe storage and secure holding of patient notes (both paper and electronic) within the Hospice building, maintaining confidentiality and preventing unauthorised access as per GDPR regulations. Respond to urgent requests for support from Day Services team. Review and action items from Day Services diary and communications book.

People Become an Emis Super User and assist colleagues with Emis queries and user support. Support Clinical Day Services staff with access to the NHS Shared Care Record, recording any supporting evidence for accessing the record is recorded, to ensure compliance with accessing the record criteria. Perform any administration task including cover of others in the Clinical Administration Team where required. Plan and direct Volunteer Hospitality Assistants working with the patients during Day Services sessions or activities.

Work as part of the Clinical Administration Team for St Michaels Hospice. Building External Relationships Work with WVT Hereford County Hospital Administrators for any external specialist clinic held on role working days, to ensure all required patient information is in place, prior to clinic attendance. Establish and maintain effective working relationships with the multi-disciplinary team within the hospice and with external agencies. Although not responsible for organising transport for patients, maintain a good working relationship with the transportation team that transports patients to and from Day Services sessions.

Planning/Organising Plan and prioritise daily work schedule taking account of multiple Day Services functions, supporting the co-ordinating Nurse in Charge on role working days weekly. Ensure accurate and appropriate information is gathered in preparation for admissions to Day Services and Outpatient clinics on working days weekly. Responsible for checking and maintaining levels of stationary for Day Services / Outpatients admissions, deaths and discharges. Plan and direct Volunteer Hospitality Assistants, ensuring compliance with hospice policies and procedures.

Work with Clinicians regarding invitation letters and any other administration required, for services running on working days weekly in the Day Services Department. Plan and organise new Outpatient Clinic appointment sessions in collaboration with Medical Secretaries. Have awareness of all Day Services and activities throughout the week in the Department. Communicati

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