Care Coordinator for the Care Home Assessment TeaminNew MiltoninNew MiltonPUBLISHED WED 29 JAN 2025

Working closely with the clinical team this position provides a combination of administrative coordination, telephone support to care homes and some face-to-face meetings with new residents.

The post holder will be expected to act as a central point of information and communication for the team.

Processing referrals to the service ensuring appropriateness and accuracy of information.

Ensure that all computer systems and databases are up to date with relevant information.

Coordinate multidisciplinary meetings between a variety of organisations.

Provide a full, comprehensive and efficient administrative coordination service to the clinical team.

Supporting the delivery of same day urgent care, ward rounds, advance care planning and onward referrals.

Maintaining appointments for individual assessments, liaising with other teams to facilitate referral pathways, preparing reports, running computer searches, preparing mail merge documents, carrying out all the administrative/secretarial tasks for the team as well as liaising with carers/families on behalf of the team.

About us

Working closely with the clinical team this position provides a combination of administrative coordination, telephone support to care homes and some face-to-face meetings with new residents.

The post holder will be expected to act as a central point of information and communication for the team.

This involves, but is not limited to the following:

Processing referrals to the service ensuring appropriateness and accuracy of information.

Ensure that all computer systems and databases are up to date with relevant information.

Coordinate multidisciplinary meetings between a variety of organisations.

Provide a full, comprehensive and efficient administrative coordination service to the clinical team.

Supporting the delivery of same day urgent care, ward rounds, advance care planning and onward referrals.

Maintaining appointments for individual assessments, liaising with other teams to facilitate referral pathways, preparing reports, running computer searches, preparing mail merge documents, carrying out all the administrative/secretarial tasks for the team as well as liaising with carers/families on behalf of the team.

To provide this level of administration you will need strong IT skills, the ability to work on own initiative and to tight deadlines, be a proactive thinker and anticipate problems. You will be able to prioritise your own workload and assist the team with their workload.

Key Responsibilities:

To support the clinical team with the provision of support and enhanced care to vulnerable patients and patients in residential and nursing home settings.

To coordinate the work of healthcare professionals and non-clinical staff involved in the care of patients. Forming an essential part of a dynamic and forward-thinking Multi-Disciplinary Team (MDT) spanning the PCN, Community Services and Local Authority, working to provide enhanced care to specific groups of patients.

Ensure familiarity and adherence to all practice policies and protocols and ensure you have a practical awareness of what is required, including but not limited to data protection, confidentiality, and all other aspects of information governance.

Ensure the proper management of patient records, ensuring all correspondence, reports, results etc. are filed appropriately and in the correct patient record, and summarising and coding is completed as appropriate.

Have a good working knowledge of all practice specific IT systems and general IT systems (Word, Excel etc.) to be able to support the clinical Lead and other clinical staff in aspects of their work.

Communicate relevant medical/social information, assessment details, advice and recommendations across agencies following local and professional guidelines for sharing information and consent. This would include Consultants, GPs, Social Services, health professionals and voluntary agencies.

Ensure emergency amendments to appointments/ward rounds (due to illness for example) are actioned immediately and any issues flagged to team and general Management Team as appropriate.

Support the GPs with referrals to the medical examiner service and the coroner as required, whilst communicating with families.

To conduct searches and investigations to co-ordinate and reconcile follow-up appointments to ensure appointments and diaries are used to maximum efficiency.

Make new and follow-up appointments for new residents and residents returning from hospital within designated timescales, where necessary ensuring sufficient information is recorded to fully inform the clinician as to the reason for the appointment.

Monitor effectiveness of the system and ensure that action is taken to resolve any problems or effect variations as required.

To create and oversee the efficient running of automated procedures in respect of follow-up appointments and issue invitation letters for exceptions, e.g. patients not on medication.

To be the first point of contact for the care homes, wider MDT, and the rest of the Practice Team or other outside agencies.

Ensure that identified patients receive the right level of help at the right time and help them to experience a joined-up service by liaising with relevant organisations.

Ensure regular and consistent communication with care homes regarding patient progress and any complications.

To liaise with care homes, as necessary, regarding their weekly ward round sessions ensuring ward round requests are received on time.

Deal with general enquiries made by care homes by telephone or in writing and ensure that all patients are always treated with courtesy and consideration.

Liaise with other agencies to ensure timely and appropriate engagement as required.

Follow up on communications from out of hospital and in-patient services regarding changes in condition of patients to support the practice to respond proactively to potentially unmet needs.

Other duties:

Providing and receiving routine information verbally, in writing or electronically to inform work colleagues, patients, clients, carers, the public or other external contacts. Able to use electronic systems such as SystmOne.

Undertake data input, analysis and reporting as required.

Meet regularly with the Team lead to ensure full knowledge of clinic requirements and assist in all aspects of their administration needs.

Meet regularly with other members of Administration Team to discuss any new or ongoing issues developing and to seek and action solutions.

Delegate tasks as appropriate prior to any period of absence (i.e. annual leave) to ensure your role is sufficiently maintained during those times and ensure that information about unresolved or urgent matters is passed to colleagues before leaving work.

Assist with the stock management and ordering for the team.

Monitor supplies of equipment and leaflets as directed by the Team Lead.

Support the Business Manager in aspects of admin work relating to delivery of the Quality and Outcomes Framework (QOF).

To contribute to improvements in service delivery.

To participate in the organisation and coordination of study days or training.

Confidentiality:

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. 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 the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

This responsibility lasts in perpetuity.

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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

Ensuring job holders, particularly within the PCN, adhere to their individual responsibilities for infection control and health and safety.

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, and initiation of remedial / corrective action where needed.

Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised.

Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assisting in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers.

Reporting potential risks identified and with due regard to Whistleblowing policy.

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples 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.

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.