Job summary
The role of the Flow Co-ordinator is to provide support to the Nurse in Charge (NIC) in dealing with general administrative tasks. The concept is designed to free up valuable nursing and medical time to avoid delays.
The flow co-ordinator will be expected to work as part of the ED team, under the direction of the NIC, to ensure the smooth flow of patients through the department. It is expected that by co-ordinating administrative tasks, and liaising with other departments, the post holder will contribute to the efficient and effective running of the ED resulting in a significant reduction in patient journey times.
Monitor ED attendance via FirstNet and liaise with ED staff in all areas, bed management team and wards to assist the department in meeting local and national targets. Liaise with all members of the MDT to facilitate patient flow through Rapid Assessment Area (RAA), Major Assessment Area (MAA) and the main Emergency Department (ED).
Main duties of the job
Assist senior staff with coordinating department flow, liaising with bed management team, updating FirstNet/e-Care with completing patient transfers/discharges and all other administrative tasks. Multi-task with several IT Systems open and navigate accordingly to complete tasks and keep FirstNet Launch point grid with real time data.
Receive a full handover from Nurse in Charge (NIC) of patients currently in the department.
Provides administrative support to the NIC to support the smooth flow of patients through the ED department.
Update hourly Departmental figures on the shift log.
Maintain FirstNet with any Transfers/Discharges/Departs/Self Discharges and all other administrative notes.
Specialty of care to reflect correct 'accepting consultant'.
Highlighting to the NIC those patients that could potentially be nearing ED national targets.
Answering telephones and deal with general enquiries from patients, relatives and other departments.
Liaise with the Patient Flow Team to enable 'Dashboard' to reflect 'up to date information.
Regular communication with the Acute Assessment Unit with regard to bed requests.
Update Trust colleagues via Medic Bleep system or request contact.
Book transport for patients returning to usual place of residence or if required and inform Discharge Lounge of patients waiting for transport.
Liaise with colleagues in RAA and MAA accordingly.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
KEY TASKS:
Assist senior staff with coordinating department flow, liaising with bed management team, updating FirstNet/e-Care with completing patient transfers/discharges and all other administrative tasks. Multi-task with several IT Systems open and navigate accordingly to complete tasks and keep FirstNet Launch point grid with real time data
COMMUNICATION KNOWLEDGE AND TEAM WORKING:
Administrative duties -
Receive a full handover from Nurse in Charge (NIC) of patients currently in the department.
Provides administrative support to the NIC to support the smooth flow of patients through the ED department.
Update hourly Departmental figures on the shift log.
Maintain FirstNet with any Transfers/Discharges/Departs/Self Discharges and all other administrative notes.
Specialty of care to reflect correct accepting consultant.
Highlighting to the NIC those patients that could potentially be nearing ED national targets.
Answering telephones and deal with general enquiries from patients, relatives and other departments.
Liaise with the Patient Flow Team to enable Dashboard to reflect up to date information.
Regular communication with the Acute Assessment Unit with regard to bed requests.
Update Trust colleagues via Medic Bleep system or request contact.
Book transport for patients returning to usual place of residence or if required and inform Discharge Lounge of patients waiting for transport.
Liaise with colleagues in RAA and MAA accordingly.
Provide and liaise with the Streaming nurse and ED Administrators on Pre-Alerts or information relevant to arriving/expected patients.
Work closely with the departments HALO around off loading and ensuring Ambulance staff have updated relevant PIN to the system.
Update whiteboard with patient locations within all areas.
Act as a main point of contact for the portering service and ensure the porters are informed as soon as possible when patients are ready to transfer, including jobs for X-ray, CT Scans/transfers.
Respond to general enquiries from patients and relatives in the department.
Keeping constant check on the return and review of blood results and update clinical colleagues with results from Path lab.
Highlighting the return and review of X-Rays.
Organise catering for long stay patients in the department.
Bleep the medical staff for specialty opinions as requested and ensure time of reviews are documented and entered on FirstNet.
Arrange transfer paperwork in conjunction with ED Administrator.
Assist with the support of relatives essentially those in the family room.
Monitor ED Checkout tab and work closely with clinicians and specialties to ensure completion of diagnosis, investigations and treatments have been entered
Any other administrative duties associated with ensuring the flow of patients through the ED.
HEALTH & SAFETY:
To support the ED Administrator team with lock down procedures if the department necessitates this, liaising with the Nurse in Charge for full instructions.
Assist in the provision of a safe environment for the safety and welfare of patients and staff by complying with;
Health and Safety at Work Act.
To initiate RPI calls when required if assistance is required in the department for staff and patient safety.
Be proficient in the Major Incident Plan for the E D and prioritise workflow accordingly to allow smooth running of ED during a MAJAX.
Should it become necessary, facilitate evacuation procedures in liaison with the Team Leader for ED.
To assist in the provision of a safe environment for the safety and welfare of patients and staff by complying with, C.O.S.H.H. and Safeguarding Vulnerable adults, children and young people.
Required to maintain high levels of concentration, with the ability to respond to sudden changes in activity.
Working in a confined space.
Working for long periods in front of PC.
INFECTION PREVENTION:
To follow Trust infection prevention policies and procedures.
Assists in orientation of new staff to the ward.
Is Customer aware and deals at all times appropriately i.e. politely with all customers whether patients, their relatives, carers, other members of staff and the general public.
PERSONAL DEVELOPMENT:
Demonstrate insight into own personal development needs and access development through an agreed appraisal plan.
Attend mandatory training, and complete other in-service training (including e-learning) as necessary.
Maintain and develop standards to practice through continuous personal development (CPD) in line with healthcare changes, developments and service delivery requirements.
Job description
Job responsibilities
KEY TASKS:
Assist senior staff with coordinating department flow, liaising with bed management team, updating FirstNet/e-Care with completing patient transfers/discharges and all other administrative tasks. Multi-task with several IT Systems open and navigate accordingly to complete tasks and keep FirstNet Launch point grid with real time data
COMMUNICATION KNOWLEDGE AND TEAM WORKING:
Administrative duties -
Receive a full handover from Nurse in Charge (NIC) of patients currently in the department.
Provides administrative support to the NIC to support the smooth flow of patients through the ED department.
Update hourly Departmental figures on the shift log.
Maintain FirstNet with any Transfers/Discharges/Departs/Self Discharges and all other administrative notes.
Specialty of care to reflect correct accepting consultant.
Highlighting to the NIC those patients that could potentially be nearing ED national targets.
Answering telephones and deal with general enquiries from patients, relatives and other departments.
Liaise with the Patient Flow Team to enable Dashboard to reflect up to date information.
Regular communication with the Acute Assessment Unit with regard to bed requests.
Update Trust colleagues via Medic Bleep system or request contact.
Book transport for patients returning to usual place of residence or if required and inform Discharge Lounge of patients waiting for transport.
Liaise with colleagues in RAA and MAA accordingly.
Provide and liaise with the Streaming nurse and ED Administrators on Pre-Alerts or information relevant to arriving/expected patients.
Work closely with the departments HALO around off loading and ensuring Ambulance staff have updated relevant PIN to the system.
Update whiteboard with patient locations within all areas.
Act as a main point of contact for the portering service and ensure the porters are informed as soon as possible when patients are ready to transfer, including jobs for X-ray, CT Scans/transfers.
Respond to general enquiries from patients and relatives in the department.
Keeping constant check on the return and review of blood results and update clinical colleagues with results from Path lab.
Highlighting the return and review of X-Rays.
Organise catering for long stay patients in the department.
Bleep the medical staff for specialty opinions as requested and ensure time of reviews are documented and entered on FirstNet.
Arrange transfer paperwork in conjunction with ED Administrator.
Assist with the support of relatives essentially those in the family room.
Monitor ED Checkout tab and work closely with clinicians and specialties to ensure completion of diagnosis, investigations and treatments have been entered
Any other administrative duties associated with ensuring the flow of patients through the ED.
HEALTH & SAFETY:
To support the ED Administrator team with lock down procedures if the department necessitates this, liaising with the Nurse in Charge for full instructions.
Assist in the provision of a safe environment for the safety and welfare of patients and staff by complying with;
Health and Safety at Work Act.
To initiate RPI calls when required if assistance is required in the department for staff and patient safety.
Be proficient in the Major Incident Plan for the E D and prioritise workflow accordingly to allow smooth running of ED during a MAJAX.
Should it become necessary, facilitate evacuation procedures in liaison with the Team Leader for ED.
To assist in the provision of a safe environment for the safety and welfare of patients and staff by complying with, C.O.S.H.H. and Safeguarding Vulnerable adults, children and young people.
Required to maintain high levels of concentration, with the ability to respond to sudden changes in activity.
Working in a confined space.
Working for long periods in front of PC.
INFECTION PREVENTION:
To follow Trust infection prevention policies and procedures.
Assists in orientation of new staff to the ward.
Is Customer aware and deals at all times appropriately i.e. politely with all customers whether patients, their relatives, carers, other members of staff and the general public.
PERSONAL DEVELOPMENT:
Demonstrate insight into own personal development needs and access development through an agreed appraisal plan.
Attend mandatory training, and complete other in-service training (including e-learning) as necessary.
Maintain and develop standards to practice through continuous personal development (CPD) in line with healthcare changes, developments and service delivery requirements.
Person Specification
Education and qualifications
Essential
- GSCE passes in English and Maths or NVQ Level 2 qualifications (or equivalent).
Desirable
- Computer literacy qualification
Experience and knowledge
Essential
- Previous experience as an administrator/receptionist role.
- Experience of working in a role which requires an understanding of GDPR.
- Awareness of own limitations.
- Working in an effective team.
- Ability to communicate with a range of different people, including service users, carers and members of the multi-disciplinary team.
Desirable
- Experience of working within the NHS
- Experience of multi communications with a wide range of teams.
- Knowledge of e-Care.
Skills and abilities
Essential
- Negotiating skills.
- Able to work with a degree of autonomy.
- Able to remain calm whilst working under pressure.
- Communicates effectively, clearly both verbal and written.
- Computer literate and good with keyboard skills.
Desirable
- Ability to prioritise work load.
- Understanding conflict resolution.
- Medical Terminology
Personal qualities
Essential
- Excellent interpersonal skills.
- Commitment to openness, honest and integrity in undertaking role.
Person Specification
Education and qualifications
Essential
- GSCE passes in English and Maths or NVQ Level 2 qualifications (or equivalent).
Desirable
- Computer literacy qualification
Experience and knowledge
Essential
- Previous experience as an administrator/receptionist role.
- Experience of working in a role which requires an understanding of GDPR.
- Awareness of own limitations.
- Working in an effective team.
- Ability to communicate with a range of different people, including service users, carers and members of the multi-disciplinary team.
Desirable
- Experience of working within the NHS
- Experience of multi communications with a wide range of teams.
- Knowledge of e-Care.
Skills and abilities
Essential
- Negotiating skills.
- Able to work with a degree of autonomy.
- Able to remain calm whilst working under pressure.
- Communicates effectively, clearly both verbal and written.
- Computer literate and good with keyboard skills.
Desirable
- Ability to prioritise work load.
- Understanding conflict resolution.
- Medical Terminology
Personal qualities
Essential
- Excellent interpersonal skills.
- Commitment to openness, honest and integrity in undertaking role.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
