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Patient Coordination Specialist
2 months ago
Job Overview
This is a part-time position requiring 30 hours per week, with specific days and times to be determined in collaboration with the selected candidate.
An exciting opportunity has emerged to become part of a committed and enthusiastic team responsible for managing patient transitions within Sheffield Health and Social Care, while also ensuring effective oversight of patients placed in external facilities.
The ideal candidate will assist the Out of Area Bed Manager, Out of Area Expenditure Manager, and Service Manager in Crisis Services with a variety of administrative responsibilities. This role involves handling highly confidential information and maintaining regular communication with stakeholders across the organization, external providers, patients, and their families. A commitment to providing a discreet and high-quality service is essential, along with the ability to operate independently and with sensitivity.
Key Responsibilities
The Patient Coordination Specialist will deliver administrative support to the Out of Area Bed Manager, Out of Area Expenditure Manager, Flow Coordinator Team, and Service Manager in Crisis Services. Responsibilities include:
- Providing a high-quality and dedicated administrative service to support the team.
- Assisting the Bed Manager and broader team in organizing and prioritizing administrative tasks.
- Working autonomously and using initiative to manage workload effectively.
About Our Team
The Flow Team offers clinical oversight and leadership in the management of patient movement into and out of Sheffield Health and Social Care inpatient facilities. The Out of Area team is responsible for coordinating patients admitted to external beds, monitoring their clinical progress, and facilitating timely discharges to appropriate care settings.
We are a small, cohesive team that values support and practicality in our approach. Our diverse backgrounds enable us to work collaboratively with a shared goal of delivering the highest quality care to our patients.
Primary Duties
Responsibilities include but are not limited to:
- Communicating with external providers to confirm consent for sharing information with family members.
- Distributing information via email, post, or telephone to relatives or advocates of patients placed in external facilities, including provider information and contact details for the team.
- Serving as the primary point of contact for family members and service users.
- Acting as a designated contact for regulatory alerts, maintaining a centralized record of provider ratings, and escalating changes as necessary.
- Updating and managing a centralized record of patients currently placed in external facilities, ensuring continuity of care through accurate clinical documentation.
- Participating in ward rounds in an administrative capacity, providing relevant information to external providers.
- Uploading patient-specific information to the Electronic Patient Record system.
- Completing funding forms with a focus on data accuracy to link expenditure values to invoices.
- Sharing weekly updates with the experience and engagement team regarding patients currently placed externally.
- Coordinating transportation arrangements for admissions or discharges.
- Organizing and documenting meetings with external providers, including agenda preparation and action plan dissemination.
- Monitoring training compliance within the Flow Team and supporting staff development.
- Processing requisitions and purchase orders, ensuring necessary approvals are obtained.
- Ensuring external providers are informed of the required documentation for invoice processing.
- Arranging meetings, including room bookings and hospitality provisions.
- Performing any other administrative tasks as reasonably requested by management.
Candidate Profile
Experience
Essential
- Previous administrative experience in a clinical environment.
Desirable
- Experience in invoice preparation and resolution of invoice discrepancies.
- Familiarity with procurement processes and requisition management.
- Experience managing petty cash in accordance with internal protocols.
- Background in Bed Management.
- Experience in financial administration.
- Knowledge of electronic patient record systems.
Knowledge and Skills
Essential
- A responsible approach to handling confidential information.
- Excellent communication and interpersonal skills.
- Proficient in various administrative tasks, including minute-taking and data entry.
- Ability to manage direct requests for information from service users and professionals.
- Strong organizational skills with the ability to prioritize and adapt to changing needs.
- Flexibility to meet the demands of the service.
Desirable
- Ability to research and access relevant information or service data.
- Understanding of procurement and invoice processing.
- Experience with electronic patient record systems.
Qualifications
Essential
- Good educational background, including GCSE or equivalent in English and Maths.
- Proficient in Microsoft Office applications.
- Experience coordinating team meetings and minute-taking.
Desirable
- Training in safeguarding adults and children.
- Formal training in requisitions and purchase orders.
