Clinical Rota Coordinator - Poole, United Kingdom - Shore Medical Group

Shore Medical Group

Verified Company

Poole, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

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Description

Shore Medical are seeking a Rota Coordinator provide accurate, efficient and effective operation of the clinical scheduling and appointments systems, preparation and organisation of the rotas, creating new rota templates, loading appointment schedules and dealing with requests for changes.

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

Job responsibilities:

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

Clinical scheduling and appointments:

Responsible for the management of all rotas across the group sites including GP's, ANP's, Nurses HCA's and Medical Students
Forward planning utilising excel spreadsheet to allocate GPs to all core services including same day provision, visit team GP, care navigation GP etc.
Consider requests and impact on capacity for annual leave from all clinicians when drafting rota's, within practice policy.
Creating core Rota's/templates for 6 Surgeries as well as any additional services/frailty team within Shore Medical and adding onto SystmOne 8 weeks in advance.
Produce a weekly rota to allocate GP/ANP's informing Doctors and Practice managers of the rota within agreed timescales.
Work collaboratively with managers within Shore
Communicate efficiently with all personnel covered by the rota system to ensure the clarity of working arrangements and to maintain operational effectiveness of the group
Contact locums to arrange sessions, ensuring this is done in advance so that practice needs are met
Enter appointment schedules onto SystmOne in good time ensuring any capacity issues are highlighted to the Operations Manager/Care Delivery Director
Liaise with clinical Director where necessary to address any capacity concerns
Ensure an appropriate number of telephone and routine appointments are scheduled at each respective surgery, and that sameday 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 GP and ANP holiday requests in collaboration with the creation of rota's
Set up annual leave redirections in SystmOne to a nominated buddy when GP's are on leave
Manage any on the day changes such as sickness, emergency leave and ensure adequate support both on site and remotely for all access services.
Keeping any rota related Organisation IT settings up to date? E.g., working patterns/staff ordering

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

Working hours: 20 per week.

Working Patterns:
Vacancy 1- Mon 8.30am-4pm, Tues 8.30am-4pm and Wed 8.30am-2.30pm

Vacancy 2- Wed 10.30am-4.30pm, Thurs 8.30am-4pm and Fri 8.30am-4pm

Communication and relationships:

Liaise with the Senior Management Team, Clinical Director, other NHS Organisations and outside agencies as appropriate to the role
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 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.
Support the aims and objectives of the Shore Medical Group and contribute to the ongoing development of the Practice as required.
Follow Group policies, including Health and Safety, Security and Confidentiality.

Skills

It is essential that the post-holder is reliable and can be flexible in order to respond to the needs of the service.

In addition, excellent time management skills, the ability to prioritise the workload and work efficiently under pressure is also essential.

Confidentiality and Data Protection:

Confidential and personal information related to staff, patients and Shore Medical must not be disclosed within or outside the place of work, except in the proper discharge of duties.

It is the responsibility of all staff to be aware of their obligations in respect of the General Data Protection Regulation 2018, as outlined in practice policy and procedure.

Health and Safety:

Under the Health and Safety at Work Act 1974, as an employee, you must take reasonable care for the health and safety of yourself and for other persons who may be affected by your acts or omissions at work.

The Act also states that you must not intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety and welfare.

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety policy, the practice Staff Handbook and the practice Infection Control policy and pub