Clinical Administrator

Job overview

Purpose of the Job:

• To support the medical teams and Discharge Co-ordinators (DISCOSs) in the management of patients through the trust from admission to discharge. Key roles are:

a) To provide support to the medical teams to manage investigations, tests and general co-ordination of work

b) To provide support to the post-take teams on a rostered basis – to include weekend cover

c) To identify all complex discharges and hand over to the DISCOs

d) To support and facilitate simple discharges

e) To provide first line support in managing patients’ discharges

f) To be a two-way conduit for information to wards, DISCOs on board rounds and at MDMs

Main duties of the job

Patient Flow Planning

1) To track patient  investigations, identifying any delays and taking  appropriate actions to make sure they are carried out in a timely manner

2) To monitor ward diaries, white boards, ward reviews and Epic to facilitate patient investigations and communicating with the Ward Co-ordinator regarding problems with these

3) To have an accurate and up-to-date overview of daily discharges that will be happening within the wards and to be responsible for providing information about available bed numbers to the bed manager

4) To be the main communication point for ongoing tests/investigations, ensuring that requests are acted on and that patients not delayed unnecessarily

5) To attend ward rounds and daily board rounds and at MDMs and to act on requests, feeding back to the appropriate person

6) To facilitate timely writing of TTAs so as to ensure the patients are discharged in a timely manner

Working for our organisation

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of £1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

JOB DESCRIPTION

TITLE:                                   Clinical Administrator

ACCOUNTABLE TO:           Patient Flow Team Managers

GRADE:                                 4

HOURS:                                37.5 hours per week

Purpose of the Job:

• To support the medical teams and Discharge Co-ordinators (DISCOSs) in the management of patients through the trust from admission to discharge. Key roles are:

a) To provide support to the medical teams to manage investigations, tests and general co-ordination of work

b) To provide support to the post-take teams on a rostered basis – to include weekend cover

c) To identify all complex discharges and hand over to the DISCOs

d) To support and facilitate simple discharges

e) To provide first line support in managing patients’ discharges

f) To be a two-way conduit for information to wards, DISCOs on board rounds and at MDMs

Main Duties:

Patient Flow Planning

1) To track patient  investigations, identifying any delays and taking  appropriate actions to make sure they are carried out in a timely manner

2) To monitor ward diaries, white boards, ward reviews and Epic to facilitate patient investigations and communicating with the Ward Co-ordinator regarding problems with these

3) To have an accurate and up-to-date overview of daily discharges that will be happening within the wards and to be responsible for providing information about available bed numbers to the bed manager

4) To be the main communication point for ongoing tests/investigations, ensuring that requests are acted on and that patients not delayed unnecessarily

5) To attend ward rounds and daily board rounds and at MDMs and to act on requests, feeding back to the appropriate person

6) To facilitate timely writing of TTAs so as to ensure the patients are discharged in a timely manner

7) To review all patients daily, identifying any new cases requiring case management by the DISCO

8) To support the ward staff by managing the timely submission of appropriate social work documentation, specifically Section 2s and Section 5s

9) To undertake simple discharge planning with the support of the DISCO and SW Manager

10) To be responsible for a daily communication liaison to reduce duplication of effort

11) To be the main conduit for information regarding planned discharges

12)To attend the post-take ward round and,

a. Ensure that the ED take list is correct – liaising with key personnel to ensure that the content of the list is comprehensive.

b. Ensure the each patient is under correct consultant

c. Ensure every patient has a eVTE assessment completed by the end of the PTWR

d. Ensure that relevant patient results are available

e. Ensure that patients’ relevant social history is available

f. Ensure every patient is allocated a consultant by the end of the post-take ward round

13) To be responsible for maintaining a current list of all patients on their team wards and any outlying patients

Administration

1. To document all actions on Epic in a timely manner
2. To prepare for ward rounds ensuring all requested test results and scan reports are available and that all patients are correctly allocated to consultants on Epic and on the white board
3. To take responsibility for liaising with Ward Administrators to ensure old notes are requested and merged with new ones and to follow-up with Patient Information Services any outstanding
4. To be responsible for preparing a weekly ward-based MDM list as directed, ensuring liaison with relevant professionals and effective distribution prior to meetings
5. To take an active role in the Ward Clinical Governance Strategy, participating in audit, aiding with data collection and attending Governance meetings
6. To act as a central communication point across for all professions involved in planning patient care both within the ward-based team and within primary care and other agencies
7. To act appropriately on all information, problem solving and finding solutions wherever possible
8. To use initiative to work independently

Management

1. To actively support the process of risk management – ensure incidents are reported appropriately and helping identify ways of preventing errors and accidents to both patients and staff
2. To effectively manage a patient’s simple discharge, ensuring adequate communication and documentation across all teams
3. To communicate varied and complicated information (verbally and in writing) in a way that is understood and gets the important facts across
4. To maintain confidentiality with regard to personal information pertaining to staff

5. To attend and contribute to departmental meetings as required

Generic Statements:

1. The post holder has a general duty of care for their own health, safety and well being and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.

2. The post holder will observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.

3. The post holder will observe and maintain strict confidentiality of personal information relating to patients and staff.

4. The post holder is responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.

This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.

The post holder has an important responsibility for and contribution to infection control and must be familiar with the infection control and hygiene requirements of this role. These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training.  These standards must be strictly complied with at all        times.

This job description is not conclusive and will be regularly reviewed with the post-holder.

Person specification

Education and skills

Essential criteria

• GCSE A-C grade in English and Mathematics or equivalent
• Previous NHS experience
• Basic understanding of discharge process
• Excellent communication skills both written and oral
• Ability to prioritise and work under pressure

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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