Iapt Administration Coordinator

**JOB DESCRIPTION**

**TITLE**:IAPT Administration Coordinator

**ORGANISATION**:University Medical Centre

**ACCOUNTABLE TO**: Operations Manager

**Job Purpose**

Reporting to the Operations Manager this role is pivotal at providing administrative support to our IAPT service with additional responsibilities to produce, analyse and meet the requirements of the data reporting aspects of the Service ensuring accuracy at all times

Acting as the initial point of contact for all referrals into the service, and supporting our patients through their journey with us. A high level of administrative skills and an ability to work flexibly and prioritise your work to meet the needs of the service will be required.

The postholder will support our patients, who may be experiencing depression or an anxiety disorder, ensuring that the patients journey is managed efficiently and in line with our key targets and agreed timescales. The post-holder will work with people from a range of cultural backgrounds and ages and will be committed to equal opportunities.

With additional responsibilities that support the internal and external reporting of our clinical, financial and performance data, the post holder will have a good understanding of Excel and data reporting and extraction using a range of different IT systems and programmes, with a good eye for detail.

**Main Duties and Responsibilities**

**Operational**
- Act as first point of contact for all referrals and all external communications received by the Service. Respond in line with the agreed service approach, processing the information and sharing information with colleagues as necessary to ensure appropriate response.
- To efficiently and effectively record all patient information on our patient management system and to ensure that all risk and relevant protocols are followed, utilising the duty team support to appropriately manage any patient risk.
- Collect data as required within the service and in line with the NHS IAPT manual, communicating this request to patients in a sensitive manner.
- Entering the IAPT minimum data set information such as PHQ-9 and GAD-7 measures onto our patient management system, following correct internal processes to manage and clients presenting with risk, so that our patients receive the most appropriate care at the earliest opportunity.
- Taking a proactive approach in obtaining missing data such as NHS numbers.
- Booking client assessment and treatment appointments in line with service process, and re-booking any through cancellations following the service procedure for appointment management.
- Communicate effectively with other members of the team both clinical and non clinical. Working with colleagues to ensure that service administration cover is maintained at all times escalating as appropriate to the Operations Manager any workforce challenges that might impact on administration capacity.
- To improve upon existing procedures and contribute to changes that ensure the service remains efficient and effective in all administrative processes.
- Operate at all times from an inclusive values base which promotes recovery and recognises and respects diversity.
- Ensure all incoming and outcoming mail is processed in a time appropriate manner.

**Data Administration and Reporting**
- KPI Reports - completing the monthly KPI template in readiness for submission to our Commissioners
- Monthly Payment Invoice - ensuring accurate checking of data and transfer to our Invoice Template. Liaison with finance re queries relating to the invoice etc.
- Performance Reports for Line Management - preparing Performance Reports for Case Management & Line Management as well as managing ad-hoc data requests from Clinical Leads/Service Leads
- Daily/Weekly Data Summaries - daily or weekly data updates to be circulated to Team Leads & Service Leads
- IAPTus Data Super User - to undertake IAPTus training to ensure excellent proficiency on the data and reporting modules of the system ensuring the most effective use of the system for the service
- NHSE Cloud Uploads - running the relevant reports and accurately uploading data to the portal in keeping with deadlines
- Workforce Data - completing annual or ad-hoc workforce data templates and submitting to NHSE or the HEE as necessary
- Ad-Hoc Data reports - providing accurate data to relevant leads/external parties as needed
- As part of staff induction coordinate and deliver IAPTus training to ensure staff are aware of how to correctly use the system. Individually deliver top up to staff as and when required to support their clinical work.

**General**
- Contribute to the development of best practice within the service, to promote efficient and SMART working.
- Be aware of your duty and responsibility towards your own health and safety and that of colleagues, patients and the general public.
- Be aware of your Data Protection responsibilities and legal obligations in line with the Data Protection Act (1998)