Network Clinic Co-Ordinator

Job description

Job responsibilities

To organise and oversee delivery of Phase 5 vaccination clinics, supervising and helping back of house team to ensure patients are booked into appointments appropriately. Liaise with Delivery Manager / Service Manager and ensure all the targets and KPIs are met. Provide support to all other networks priority areas when available capacity.

Main Duties and Responsibilities of the Post:

Duties and Responsibilities

· Ensure that clinics are set up to enable sufficient time to prepare, communicating to all colleagues as needed:

· Maintain a clinic calendar and share with Practices via shared drive

· As directed, create clinic sessions on Accubook or the National Booking System and monitor bookings.

· Inviting patients to appointments

· Ensuring rotas are created on Rota Cloud/ Staff box, and monitor shift bookings

· Ensuring GP and Pharmacist rotas are filled

· Liaising with building managers and Landlords- making sure the risk assessments and insurance is in place

· Regular stock counting and ordering in advance ( PPE)

· Ensuring that patients are booked into appointments for vaccinations

· Supervising the operations support team (for example Call Centre team) to book patient appointments

· Monitoring appointment uptake, and identifying action required

· Liaising with Practices to improve appointment uptake

· Identifying additional clinic requirements

· Supervising staff working on vaccination site, ensuring they are appropriately trained and competent users of IT software including Soft Phones, Pinnacle, Accubook and Rota Cloud / Staff Box as required

· Monitoring vaccine stock if pharmacy staff unavailable, keeping the stock control spreadsheet up to date.

· Ensuring that vaccine moves are fulfilled by clinical staff, so that sufficient stocks are available on each site.

· Supporting Practices to resolve queries relating to vaccination records eg, in cases where a patient is due a second dose appointment, but a first dose record does not exist.

· Monitoring vaccination email inbox

· Overseeing smooth running of the clinic:

· Lead team briefing before each clinic and discuss any incidents with on-site staff

· Ensure new team members receive appropriate on-site induction and training

· Liaise with building managers, clinical supervisor and pharmacists throughout the day and as and when required to ensure safe and efficient operation

· Ensure clinical rooms and equipment is available at the start of each session

· Ensure sufficient workforce for the day and proactively manage this prior to the day to achieve that, the post-holder should not be included operational duties unless there is an emergency

· Ensure excellent recall of site manual, make recommendations for editing / adding additional information and refer to as required

· Ensure full compliance with lateral flow testing protocol- if still in place

· Ensure full compliance with NHSE requirements in respect of pos recording, recording waste in liaison with pharmacists

· Log incidents, investigate and recommend solutions to avoid recurrence

· Address any patients concerns that may arise, reaching an appropriate solution, and where concerns are clinical, regarding the vaccine and contra-indications, refer to the Clinical Supervisor

· Ensure access to translation services are available as required

· Manage patient flow throughout the vaccination centre, including ensuring staff and patients are maintaining social distance

· Ensure that the latest PPE guidance is followed

· Coordinate the infection control and waste disposal, ensuring that all activities are adhered to the highest health & safety standards

· Work with the Clinical Supervisor to ensure the correct observation of the patient’s post-vaccination if still in place

· Ensure appropriate clinical records of vaccination are maintained, and all paper records are uploaded to POS before the end of the shift

· Direct on site staff including operational support, vaccinators and stewards

· Ensure staff welfare is maintained

· Work with the pharmacists to manage spare vaccine doses available at the end of the session to ensure spares available are minimized and details of any patient receiving a spare dose are recorded on Accubook to ensure the patient is recalled for the second dose

Team Working

· Understand own role and scope within the Network

· Work as an effective and responsible team member, supporting colleagues in a flexible and approachable manner

Organisation/Quality

· Ensure that any data entered into the computer is done accurately

· Understand and follow the requirements of confidentiality, including GDPR and the Freedom of Information Act and refer on any queries as appropriate

· Support the aims and objectives of the Network and contribute to the ongoing development of the Network as required

· Follow Network policies, including Health & Safety, Security and Confidentiality

Network Development and Clinical Governance

· Participate in primary healthcare team meetings when required

· Provide data, as requested, to Network development plans and reports

· Be aware of Network policies on risk management / incident reporting and health and safety and operate appropriate procedures for minimising risk

· Be aware of issues relating to own development and be committed to participate in training and education

Training, learning and development

· Undergo regular appraisal, supervision and training as necessary to update skills and knowledge

· Provide training to other staff in work relevant to this post

· Participate in the induction of new staff, students and other attached professionals

Equality and diversity

• Respect the privacy, dignity and beliefs of patients, carers, visitors and co-workers. They must be treated equally, irrespective of gender, ethnic origin, age, disability, sexual orientation, religion, etc.
• Be aware of procedures regarding protection of children and vulnerable adults, including Network and NHS policies. Follow the guidance and policies and take action in an appropriate manner

Management of risk / health, safety and security

· Follow Health & Safety Policies and guidelines, including fire procedures and those pertaining to clinical areas of risk. Use safe working procedures and report incidents using the incident reporting system

· Use the personal security systems within the workplace according to Network guidelines

· Follow infection control procedures

· Employees must take reasonable care for the Health and Safety of him/herself and / or others who may be affected by his/her acts or omissions at work

· No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of Health, Safety or Welfare

Confidentiality

· All information relating to patients and staff gained through your employment and after leaving employment is confidential Disclosure to any unauthorised person is a serious disciplinary offence or may result in litigation

Other

· Give good and regular attendance

· Maintain a tidy and organised work area

This job description is not intended to be exhaustive but to indicate the main areas of responsibility. It may be changed after consultation with the post holder.

Other job locations:

81 London Rd L3 8Ja

Bentley Road Liverpool L8 0SY

Peach Street Liverpool L69 7ZL

26 Argyle Street Liverpool L1 5DL

155 Edge Lane Edge Hill Liverpool L7 2PF

2 Vauxhall Road Liverpool L3 2BG

Person Specification

Personal skills and abilities

Essential

• A friendly and approachable manner, with good people skills, showing understanding, care and assertiveness when appropriate
• The ability to work independently and use initiative
• The ability to produce accurate and thorough work in a prompt and efficient manner, working to set timescales
• The ability to communicate clearly and effectively with a wide range of individuals, both verbally and in writing
• The ability to manage conflict calmly and positively, and adhere to procedures under pressure
• A conscientious approach and commitment to working in an adaptable and flexible manner
• The ability to work effectively when busy and multi-task when required
• The ability to deal with personal information sensitively and respect people's right to confidentiality
• The ability to cope with occasional exposure to challenging behaviour, distressing circumstances or emotional events
• The ability to work positively as a member of a busy team
• The ability to give good and regular attendance

Knowledge, training and experience

Essential

• Good general computer skills, including the ability to use Microsoft Office, email and the internet
• Evidence of excellent administration and organisational skills with the ability to manage time effectively to meet deadlines

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Brownlow Group Practice

Address

Summers Road

Brunswick Business Park

Liverpool

L3 4BL

Employer's website

https://www.brownlowhealth.co.uk/ (Opens in a new tab)