Inpatient Unit Coordinator

Key Responsibilities

• To have an excellent working knowledge of IT systems including Microsoft Office, SystmOne, Internet and Email. To comply with the introduction of new technology to ensure the smooth running of the department.
• To provide administrative support to the Inpatient Manager / Sister as agreed with the CAM.
• To provide an efficient and courteous service to all users be they professionals, patients or carers.
• To receive and distribute the Ward ‘daily bulletin’ to agreed staff members.
• To receive information from the medical secretary of patients being admitted to the Hospice In‑Patient Unit (Ward) and to administratively prepare patient for that admission following Hospice set process.
• Maintaining 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 to elevate any issues to the nursing staff that cannot be dealt with by themselves. To interact with recently bereaved relatives in an appropriate and empathetic manner understanding that this may be distressing at times.
• Receiving bereaved relatives on the ward, making them comfortable, responding sensitively to their needs and informing the appropriate nurse that they have arrived.
• Answering all in-coming calls to the Ward, taking messages as required and transferring calls to patients and staff members as appropriate. To deal with enquiries in a confident and efficient manner and in an appropriate and timely manner.
• To scan and electronically archive all relevant patient records onto SystmOne following Hospice process.
• To request Ward patient’s transport requirements whilst on the ward including when being discharged.
• To 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.
• To work in a collaborative and co-operative manner with colleagues maintaining respect and confidentiality at all times.
• Ensuring 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.
• Maintaining 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. To 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 decaese 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.
• Requesting information including checking of appointment dates etc. for Doctors regarding Ward patients.
• To 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 liaising with the Social Work Team and the Hospice’s Community Teams as required.
• Checking of stock levels of stationery required by the ward and replenish as necessary.
• To demonstrate an understanding of the importance of maintaining patient confidentiality at all times and to 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.

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