Clinical Rota Coordinator

Brownlow Group Practice

Job summary

Due to recent expansion within the rota team, an exciting opportunity has become available to join Brownlow Health Group Practice. Brownlow Health has a high staff retention rate and an excellent supportive working environment. We are looking to recruit a motivated and enthusiastic individual. Previous GP Practice and EMIS Web experience is desirable. Excellent communication and customer service skills are essential. All appointments are subject to satisfactory references and DBS clearance

Please be aware vacancy may close early if we receive a high volume of applicants.

Main duties of the job

The post holder is responsible for the efficient and effective operation of the clinical scheduling and appointments systems, including responding to requests for leave from clinical colleagues, preparation and organisation of the rotas, loading appointment schedules and dealing with requests for changes.

The Clinical Coordinator will work as part of the Clinical Rota Team. The team will work together to ensure that tasks are carried out to the required deadlines. The team has to respond to circumstances and a positive and flexible approach is required.

The Post holder will need to organize their workload and manage their time effectively to ensure that all tasks are completed within the required timescales.

About us

Brownlow Health Is a dynamic and forward thinking organisation which provides health care to a diverse practice population across six sites within the heart of Liverpool city Centre. We provide a range of services including our nurse homeless team, student health, frailty and cancer support. We are also an Enhanced Training Practice so actively support student nurses and GP registrars. We are a high achieving practice, having attained outstanding in our last CQC inspection and are committed to supporting and developing our team and services.

Job description

Job responsibilities

Following Practice policies, protocols and guidelines, duties will include:

Clinical scheduling and appointments:

Administer record and respond to requests for leave from all clinicians, within practice policy, referring on any queries to the relevant clinical lead.

Administer record and respond to requests for leave from network pharmacists, liaising with the relevant network Practice to ensure sufficient cover provided within practice policy.

Maintain accurate and up-to-date records for clinicians annual leave, sickness leave, maternity leave etc. and provide data as requested to Finance/HR

Prepare clinical rotas in accordance with policy and ensuring all service needs are met this includes LOSS, and all Brownlow Group Practice clinical rotas.

Creating core Rota for all Brownlow Group Practice sites and adding onto EMIS 6 -12 months in advance.

Identifying risks 6-8 weeks in advance & planning for contingency raising to the care coordinator or access supervisor

Liaise with clinical leads where necessary to address any capacity concerns.

Liaise with independent service providers to co-ordinate their room bookings within the clinical rota

Communicate efficiently with all personnel covered by the rota system to ensure the clarity of working arrangements and to maintain operational effectiveness of the practice

Ensure a clear understanding of RotaMaster

Contact locums to arrange sessions, ensuring this is done in advance so that practice needs are met

Ensure that all individual locums have signed an up-to-date practice contract and that they provided all the necessary documentation and that there is a suitable written agreement in place with each locum agency.

Enter appointment schedules on to EMIS for all Brownlow Group Practice sites in good time ensuring any capacity issues are highlighted to the care coordinator.

Ensure that the appropriate numbers of telephone and same-day appointments are reserved for on the day access

Amend the rotas and appointments as requested, within policy and ensuring all service requirements are met

Manage any on the day changes such as sickness, emergency leave and ensure adequate support both on site and remotely for all access services.

Support the E-consultation team as and when required.

Any other duty required to support the effective operation of these systems.

Communication and relationships:

Liaise with members of the Practice, Primary Health Care Team, other NHS Organisations and outside agencies as appropriate to the role

Communicate sensitively and effectively with patients and carers, using active listening and adapting communication style and method as necessary to meet their needs

Participate in meetings as appropriate

Team working:

Understand own role and scope in the practice

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

Organisation/Quality:

Ensure that patients are identified correctly.

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

Understand and follow the requirements of confidentiality (including the Data Protection Act) and the Freedom of Information Act and refer on any queries as appropriate.

Participate in quality improvement initiatives, including Significant Event Analysis and review of patient complaints.

Support the aims and objectives of the Practice and contribute to the on-going development of the Practice as required.

Follow Practice policies, including Health and Safety, Security and Confidentiality.

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 Practice 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 Practice guidelines.

Follow infection control procedures.

Other:

Give good and regular attendance.

Maintain a tidy and organised work area.

Preparation of refreshments, errands, spot cleaning and set up of rooms for meetings as necessary.

Any other duty as requested, including covering for absent colleagues.

This job description is subject to periodic review and amendment in consultation with the post-holder in the light of changing circumstances.

Brownlow is an organisation that is committed to equality and diversity, and we strive for our workforce to be representative and inclusive of the complex and diverse community, which we are proud to serve. With this commitment in mind, we actively encourage individuals who self-identify as having protected characteristics to apply for this role. We are particularly keen to encourage applications from: individuals with linguistic diversity, members of the LGBTQ+ community; members of black, minority ethnic, and minority faith groups; and from those who are disabled and / or neurodiverse. We are mindful that we may not always be aware of structural and systemic factors, which might discourage or prevent certain minority groups and marginalised populations from applying to join our team. If you are aware that any such barriers do exist, please let us know so that we can work to overcome and dismantle these.

Person Specification

Knowledge, training and experience

Essential

• Good general computer skills, including the ability to use Microsoft Office, email and the internet
• A sound general education to GCSE level or equivalent, or equivalent working experience, or relevant qualifications.
• Evidence of excellent administration and organisational skills with the ability to manage time effectively to meet deadlines.
• Previous experience that demonstrates good attention to detail.
• An excellent standard of grammar and spelling in the English language

Desirable

• Experience of working in a healthcare setting.
• Training or qualifications in administration, IT or other related areas.
• Experience of dealing with the general public, preferably in a customer service environment.

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.

General

Essential

• A commitment to support the delivery of the best possible service to a diverse inner city population

Employer details

Employer name

Brownlow Group Practice

Address

Brownlow Health @ Pembroke Place

70 Pembroke Place

Liverpool

Merseyside

L69 3GF

Employer's website

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