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Job description

Virtual wards are staffed by a clinical team that follow National SOPs to ensure patients can receive hospital level clinical review and support whilst staying in their normal place of residence.

The referral coordinator will liaise with the team manager and members of the MDT and closely link with wider system users across Livewell, UHP and primary care.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

The post holder will help gather information across a variety of systems such as System 1, Salus, SeeEHr, paper notes and process referrals on to appropriate management systems.

• To monitor and ensure the management of patients is efficient and effective, taking into account the individual needs of the patient and the requirements of the service.
• To motivate staff to ensure objectives and targets are achieved.
• Ensure team members understand and proactively work towards the Trust’s targets.

Assist with line management of the ward clerk team

We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. The population is characterised by its diversity - the rural and the urban, the wealthy and pockets of deprivation, and wide variance in health and life expectancy. We work collaboratively with Primary care, Community Services, Acute hospital and other key services to deliver best outcome for the patients.

Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.

PRIMARY DUTIES & AREAS OF RESPONSIBILITY
1. Monitor and run virtual ward email inbox
2. Receive referrals in conjunction with clinical team
3. Consult Virtual ward clinical team if there are discrepancies in referrals
4. Register/ manage/ discharge patients on patient management systems required for virtual ward.
5. Invite new patients for clinical outpatient sessions in conjunction with booking rules and guidelines.
6. Book follow-up appointments that have been requested when instructed to do so by the virtual ward team, using appropriate guidelines, e.g. bloods
7. Liaise with community Coordinator re face to face follow ups, Intravenous capacity.
8. Telephone patients/ relatives/ carer’s as required.
9. Take appropriate actions when clinic capacity alters, e.g. cancellations, over-bookings etc.
10. Notify appropriate staff members of changes/cancellations to clinics.
11. Work within the framework of the Trusts Waiting List Policy and AGN (Admin Guidance notes) notes notifying the line manager of relevant issues in a timely manner
12. Priorities own workload including the overseeing of clinics, discharge letters, medical reports, documents and ensuring that any outward documentation is sent to the correct place.
13. Follow up diagnostic results including scans.
14. Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results.
15. Update and report datasheet during absence / leave.
16. Provide support in respect of clinical audit responsibilities.
17. Maintaining comprehensive knowledge of computer systems and sharing knowledge of this with other team members.
18. Manage performance reports received from Management Team. Amend detail as appropriate or inform them of any problems or queries.
19. Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
20. Follow procedures for: requesting case notes & raising thin files, organizing contents of case notes, requesting/amending transport bookings, requesting and printing of patient documentation.
21. Ensure all case notes/thin files arriving into and departing from the department are traced on iPMS.
22. To take an active role in training and mentoring other staff members as requested. Cover opposing areas if requested by line manager.
23. Place appropriate stock and non-stock orders at the request of virtual ward team.
24. Assist in ensure staff appraisals and staff mandatory training are up to date and conducted in a timely manner.
25. To assist in the recruitment and selection process
26. Cover colleagues during times of absence or increased workload as requested.
27. Assist in maintenance of overall management of the Rota
28. Assist with the management of the ward clerks leave requests using Health Roster system or its alternative
29. Assist with the management of sickness according to the Trust Sickness Policy
30. Work closely with the virtual ward management team
31. Carry out any other clerical duties as determined by the virtual ward.

COMMUNICATIONS & WORKING RELATIONSHIPS

• Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints.
• Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.
• To be a team member within the office and able to multi skill within the various areas.
• To work closely with other admin and clerical staff within the division.
• To comply with all infection control policies and guidance, attend relevant updates and report issues of concern to their line manager.

OTHER

• All staff may be required to cross-cover other aspects of the service, according to service need and as directed by the Administration Manager and Service Line Manager.

All Job Holders are required to…

• Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improve.
• Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
• Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.
• Attend statutory, essential and mandatory training.
• Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act 1998.
• Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.
• Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.
• Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.
• Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families.
• Ensure they attend Child Protection training at the appropriate level within the specified time frame.
• Staff must comply with Safeguarding Policies and Procedures in order to promote safeguarding and prevent abuse to vulnerable people using Trust services.
• Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.
• Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations