ST. LUKE’S HOSPICE
NAME OF POLICY: JOB DESCRIPTION
DISCHARGE & DATA ADMINISTRATOR – HOSPICE COMMUNITY SERVICES
DATE: JANUARY 2018
WRITER: GILL BOOTH
HEAD OF ST LUKE’S HOSPICE COMMUNITY SERVICES
TOTAL NUMBER
OF PAGES: 8
ST LUKE’S HOSPICE (BASILDON)
JOB DESCRIPTION
Our Statement of Purpose is:
“In partnership with the community and the multidisciplinary team our organisation is committed to providing high quality, safe and supportive specialist palliative care services that will enable people to live as independently as possible and die with dignity and choice”.
POST TITLE: Discharge & Data Administrator – Hospice Community Services
SALARY: St Lukes Pay Scale 3/4 depending on experience and qualifications
ACCOUNTABLE TO: Director of Care & Clinical Development, St. Luke’s Hospice
RESPONSIBLE TO: Head of St Luke’s Hospice Community Services
Manager of RADS and Hospice at Home
HOURS OF WORK: 37.5 hours/week over 5 days including out of hours and weekend work. This post is to support the developing team and will require flexible working within the team and may require cover for the Call Assistant role as needed.
LOCATION: Based at St. Luke’s Hospice.
QUALIFICATIONS: Good experience within health setting is essential. In addition, good administration/IT/liaison and coordination skills are required.
Experience with call handling and/or discharge planning desirable.
INTRODUCTION
This role has two components. Firstly it will support the accurate and efficient discharge processes for all palliative and end of life discharges. Secondly it will maintain accurate data and records across all areas of the Service, particularly RADS and OneResponse data. The role will involve stepping in to answer the OneResponse phone with compassion and efficiency to secure the best support for callers to maintain service.
The concept of the service relies heavily on the ability to apply a collaborative approach across services in South West Essex and will play a key role in supporting existing core services across a range of specialist disciplines.
St Luke’s Hospice Community Services aims to support patient choice, avoid inappropriate hospital admissions and enhance quality of care and patient experiences, especially as they move between community and acute settings.
Anticipated outcomes will include a service which meets both patient and carer needs, in accessing the right support from a single number when needed. This will allow coordination and give seamless experience to both patients and families and HCP. It will ensure patients’ preferred place of care/death is met with dignity.
It will be key to utilise SystmOne fully to support both discharges and accurate data harvesting from the system.
By supporting an efficient and accurate service to enable rapid discharge, the role will support RADS work and this in turn supports the whole of the Community Services.
MAIN DUTIES
· To have the skills and knowledge and confidence to talk to health care professionals, both on the phone, electronically and face to face – in reaching to the hospital.
· To work alongside and support the designated RADS Nurses, F&CHPS staff and care homes to support coordination of all discharges within the whole team. The hours will be flexible and in conjunction with planned discharges and to target times when most discharges are sent to the Service. This could be a 10 am – 6 pm or 9 am – 5 pm shift for example, and covering till 7pm on busy days.
· RADS is a fast-moving environment that may require constant re-assessment of priorities.
· The role will be responsible for ensuring that all discharges are coordinated efficiently to ensure a seamless process and avoidance of failed or poor discharges which impacts of the quality of care offered at end of life. The role will need an organised approach and focus on the detail of the paperwork and onward referrals, acting on a first line filter/triage for inbound communication and having the skills, knowledge and maturity to direct to the most appropriate person.
· The post holder will need good interpersonal skills to do MDT liaison and build working relationships.
· To work with the Call Assistants and coordinate and produce accurate records of the activity of OneResponse and work with RADS, OneResponse and Hospice at Home nurses to provide accurate data on discharges. This is done is a timely manner to meet CCG and Governance deadlines.
· The role also includes recording care provided to patients at home and reviews/change of care
· In conjunction with the whole community team members, the post holder will work with other Hospice and community services to provide support as appropriate and in liaison with acute services.
· The post holder will work closely with the Clinical Nurse Practitioners for Frailty and Care Home Palliative Support to ensure care home residents receive the same level of coordination, choice and support as patients in their own home.
· The post holder will support and participate in the needs and future planning to develop the Hospice Community Services.
· The post holder will promote the key values of palliative and end of life care for patients, families and carers, ensuring equitable access to relevant services. The post holder will have a calm, professional and empathic manner with a consistent approach to dealing with all professionals and families.
· The role will need to have links developed across discharge teams and other support services and with community teams. A professional, calm and good humoured approach is needed.
· The post holder will work collaboratively with all Hospice personnel related to the role, but particularly the Commissioning Support Officer and Data Support Officer.
RESPONSIBILITIES
1. ADMINISTATIVE SUPPORT
1.1 To provide service administration, with duties to include typing, word processing, collation of statistics and reporting writing. This will include collation of activity data and development of reports in line with Governance and service requirements.
1.2 To support discharge planning process on receipt of inbound communication having necessary skills and knowledge to interpret real requirement and maturity to redirect, keeping Senior Nurse staff free to focus on essential tasks; including coordination, onward referrals, liaison with other professionals and the Hospice Community Services Team – ensuring all correct paperwork is scanned on.
1.3 A high level of accuracy and attention to detail is required consistently.
1.4 To be part of St Luke’s Hospice Data Review Group.
1.5 To provide an efficient filing and retrieval of documentation service, manual and computer based – streamlining reporting and preventing duplication
1.6 To help provide Monthly, Quarterly and Annual Reports of activity and development of the service for Clinical governance and management of contracts and budget, demonstrating clear impact on patient experience.
1.7 To maintain monitoring systems using excel spreadsheets and databases, requiring accurate data entry as well as using manual checking systems as agreed with the team.
1.8 To audit incoming referrals and questions regularly to maintain accuracy
1.9 To provide a confident, professional, personal and telephone reception service, including response to enquiries and offering some on-going telephone support.
1.10 To give accurate and relevant information about the service to professionals, potential clients and the general public.
1.11 Knowledge and skills to interpret requests and needs
1.12 To assist the Coordinators and Nurses in all areas of client allocation, ensuring service procedures are adhered to at all times – enabling Senior Nurse to focus on essential tasks.
1.13 To liaise closely with Service Administrators of other services / venues to ensure a seamless service, particularly to the Administrator for the Co-ordinated Care Register.
1.14 To support and contribute to the future development of the service.
1.15 To continue to build up good links between services - St. Luke’s Hospice, NELFT, CPCT, Marie Curie, the satellite site and other agencies - both voluntary and statutory, GPs, Hospital Teams – Both in and out of area.
1.16 To provide input/assistance with other staff, in order to maintain an accurate database.
1.17 To continue to review and develop processes to promote efficiency across the service when dealing with discharges/care requests.
2. ADDITIONAL RESPONSIBILITIES
2.1 Under the supervision of the Nurse Coordinators to be responsible for supporting the Hospice at Home caseload and be an active participant in the multi-professional team, ensuring the physical, spiritual, emotional, psychological and social needs of patients are identified and addressed.
2.2 To provide support, information and advice as directed.
2.3 To keep clear records within the multi-disciplinary notes and on SystmOne, ensuring that both verbal and written communication is provided to a high standard.
2.4 To contribute to the improvement of RADS, F&CHPS and OneResponse Service. To participate effectively in multi-professional meetings and exchange of information, liaising with other professionals as required.
2.5 To work proactively to maintain effective communication networks with all departments within the Hospice to maintain a seamless delivery of service.
2.6 In conjunction with other members of the multi-professional team identify and provide support to relatives and friends of patients, maintaining appropriate confidentiality at all times.
3. EDUCATION/DEVELOPMENT
3.1 To attend all relevant mandatory training.
3.2 To have an understanding of palliative / end of life care.
3.3 To be responsible for ensuring own practice is kept current and up to date and evidence based.
3.4 To participate in regular supervision ensuring all areas of work and personal development are discussed and reviewed. To attend regular team meetings.
3.5 To read recommended texts so as to compliment training and supervision provided.
3.6 To contribute to, and take part in, Service Reviews and Steering groups appropriate.
3.7 To undertake education and training relevant to the role as required.
4. GENERAL RESPONSIBILITIES
4.1 The post holder must acquire and maintain an up to date working knowledge of all Hospice and Service Strategies, Policies & Procedures.
4.2 The post holder will ensure Health & Safety regulations are adhered to.
4.3 The post holder will assist in ensuring the economical use and ordering of materials and equipment, maintaining an awareness of the need for good housekeeping and helping to ensure unit expenditure is within budgetary limits.
4.4 The post holder will maintain strict confidentiality within the service and ensure that all staff and volunteers under their management adhere to the Hospice at Home Confidentiality Policy.
4.5 The post holder will be aware of and show a willingness to participate in other activities as may occur from time to time in order to promote the Hospice within the community.
4.6 The post holder will undertake any other duties which are considered to be consistent and relevant to the post, which may include working at different sites / bases as requested.
4.7 The post holder will be professionally and legally responsible and accountable for all aspects of their work.
4.8 The post holder will liaise with other services to ensure continuity of care, and to improve palliative and end of life care for patients in the community.
NOTES
i) You must be sympathetic to and able to project the philosophy and concept of the Hospice.
ii) You will potentially have access to confidential data on staff and/or patients and/or services within the Hospice. Failure to maintain confidentiality will lead to disciplinary action which could ultimately lead to dismissal.
iii) You will be required to assess all risks to your systems, processes and environment and contribute towards the clinical and/or corporate governance agenda as appropriate.
iv) You will be expected to produce work to a high standard and to promote quality in all areas at all times.
v) The managerial and clinical philosophy of the Hospice is based on a multidisciplinary approach. Staff regardless of grade or discipline are required to participate in this concept.
vi) You will be expected to keep yourself updated on all matters relating to Hospice policy. You are responsible for familiarising yourself with matters relating to Health & Safety management as they affect you personally, your department and/or the Hospice.
vii) You will be expected to participate in an Individual Performance Review for yourself and/or the staff you manage.
viii) There is hope and expectation that you will attend some functions and fundraising events outside your normal working hours from time to time for which no additional payment will be made.
ix) The above job description does not purport to be an exhaustive list of duties and responsibilities. The post holder will be expected to undertake additional duties as the requirements of the department and/or post change and/or develop.
NMC (for qualified nursing staff)
The post holder should work in accordance with the NMC codes. Evidence of continuous periodic registration is a requirement of employment within this organisation.
SMOKING POLICY
St. Luke’s is committed to a policy which actively discourages smoking and adheres to current legislation while allowing for patient choice. Please see Smoking Policy.
EQUAL OPPORTUNITIES
St Luke’s Hospice operates an Equal Opportunities Policy and expects staff to have a commitment to equal opportunity policies in relation to employment and service delivery.
CHANGES TO THIS JOB DESCRIPTION
You have the responsibility to discuss any job changes with your Line Manager at the time the change occurs and agree any permanent substantial change.
DATE COMMENCED IN POST:
SIGNATURE: (New employee) DATE:
SIGNATURE: (Line Manager) DATE: