Inpatient Unit Coordinator in Shrewsbury

Key Responsibilities:

• Have an excellent working knowledge of IT systems including Microsoft Office, SystmOne, Internet and Email.
• Comply with the introduction of new technology to ensure the smooth running of the department.
• Provide administrative support to the Inpatient Manager / Sister as agreed with the CAM.
• Provide an efficient and courteous service to all users be they professionals, patients or carers.
• Receive and distribute the Ward ‘daily bulletin’ to agreed staff members.
• Receive information from the medical secretary of patients being admitted to the Hospice In-Patient Unit (Ward) and administratively prepare patients for that admission following Hospice set process.
• Maintain adequate levels of paperwork available for clinical staff for those documents not available in SystmOne.
• Ensure that Ward patient’s paper notes are tidy and documentation within are filed appropriately. All need to be scanned into SystmOne upon death or discharge.
• Greet all visitors to the Ward, being the first point of contact and elevate any issues to the nursing staff that cannot be dealt with by themselves.
• Interact with recently bereaved relatives in an appropriate and empathetic manner understanding that this may be distressing at times.
• Receive bereaved relatives on the ward, making them comfortable, responding sensitively to their needs and informing the appropriate nurse that they have arrived.
• Answer all incoming calls to the Ward, taking messages as required and transferring calls to patients and staff members as appropriate.
• Deal with enquiries in a confident and efficient manner and in an appropriate and timely manner.
• Scan and electronically archive all relevant patient records onto SystmOne following Hospice process.
• Request Ward patient’s transport requirements whilst on the ward including when being discharged.
• Be responsible for charitable donations on the ward and signing these out of the ward safe and transfer to the Finance Department following set process.
• Work in a collaborative and co-operative manner with colleagues maintaining respect and confidentiality at all times.
• Ensure that entries into the maintenance book are received by the Hospice’s Maintenance staff.
• Distribute, sort and re-address mail to the wards as required and following GDPR regulations.
• Keep Ward admission book up to date with admissions, deaths and discharges.
• Maintain Ward patient’s SystmOne record up-to-date, specifically focusing on MDS data, patient’s ethnicity details and NOK information.
• Upon the death of a Ward patient, obtain their MCCD from the Medical Team, prepare the Medical Examiners Service referral (if appropriate) and send both via e-mail when completed by the Medical Team.
• Be the initial point of contact with the ME Service.
• Upon the death of a Ward patient send the notification of death form to the patient’s GP.
• Upon confirmation from the ME Service, decase the patient off SystmOne following set Hospice process and being extremely accurate.
• Upon discharge of a patient from the Ward accurately discharge the patient from SystmOne following set Hospice process.
• Request information including checking of appointment dates etc. for Doctors regarding Ward patients.
• Scan directly into SystmOne any test results and patient relevant documentation, coding accurately to reflect the type of document.
• Maintain bank nurse availability register and take the lead in organising bank staff as required by the In-Patient Manager/Sister.
• E-mail documents as requested securely using the Hospice’s NHS e-mail account.
• Arrange Ongoing Care Needs meetings for patients as required and liaise with the Social Work Team and the Hospice’s Community Teams as required.
• Check stock levels of stationery required by the ward and replenish as necessary.
• Demonstrate an understanding of the importance of maintaining patient confidentiality at all times and work within the Information Governance regulations.
• Promote and incorporate equality and diversity in all aspects of the team’s operations and in the public domain.