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Prison Healthcare provision is based around a model of care specifically aimed at delivering primary care, mental health and addiction services. The role of the administrator is to support professional healthcare staff within the Health Centre establishment in line with NHS policy and guidance.
The role involves providing a service to support the qualified staff to deliver an effective service for patients. The key function of the role is to deliver administration support within the Health Centre.
Prison Healthcare service provides a full range of clinical services and interventions to meet prisoner healthcare needs during their stay in Prison. Administration support also encompasses setting up arrangements for their liberation, which compliment and integrate with other services and agencies within the prison establishment and the community. The overall aim of the service is to improve the physical and mental health and wellbeing of prisoners.
The post holder will work with minimal supervision although guidance and assistance is available from line manager on a daily basis.
Administration tasks are delegated to administrator from members of the Health Care Team.
The post holder will follows a daily routine and desk top instructions for the tasks to be undertaken as required.
The nature of the work may be routine or non routine.
Main Duties:
- • Patients will be admitted to Prison and offered the test at the point of admission and will be tested the following morning by Health Care Staff.
- • Admin Team will collect admission list from Nurses station
- • Check all patients are CHI Compliant
- • If patients are not CHI Compliant Admin will check CHI 24 for CHI number and update patient’s registration
- • If patients have never been registered to a GP practice within Scotland patient’s will not have a CHI number – Admin will contact nss.ch-dataquality@nhs.scot and request a CHI number is created for the patients
- • Health Care Staff will print label’s for patients who require testing on admission
- • Admin will update Testing Audit with Patients Spin Number, CHI Number and State Awaiting Result
- • Admin will check Mail Manager (E-Labs) for Results the following morning and update spreadsheet with Negative/Positive result.
- • If patient’s results have not been returned through E-Labs Admin will check Clinical Portal
- • Admin will update patients records manually if patient’s results have not came through E-Labs.
- • If patient’s results have taken longer than 24-48 hours this will be reported to the Lab directly and Datix will be completed
- • If a patient test’s positive, Admin will send email directly to NTL and Band 6 Charge Nurses. They will also liaise with the Nurse in charge of the shift.
- • Patients will be automatically added 7 days after their initial test.
Systems:
Internet
SharePoint
Microsoft Office Packages ( Word, Excel, Powerpoint and Excel )
Manual Health Care Records System
SPIN (Scottish Prison Information Network)
Vision (computerised medical records)
Excel statistic workbooks
E learning to complete mandatory training.
Community Health Index (CHI)
E-Mail and Intranet
Filing System
Alarm systems
Decisions and Judgement:
The post holder must exercise discretion and be fully aware of the need for confidentiality.
Prioritising daily workload based on scheduling constraints
Communications and Relationships:
Communicates with health care professionals, external agencies e.g. Solicitors, patient relatives and prisoners, Drug teams, Prison staff, Managers Governors, relatives both verbally and in writing regarding all aspects of health care.
Handling and screening highly confidential patient information.
Communications with hospital staff across various Health Boards to ensure patient appointment are arranged.
The post holder will be expected to make decisions on a daily basis to help ensure the smooth running of the health centre.
Demands of the Job:
Physical skills
Keyboard skills requiring a high degree of concentration, speed and accuracy
Physical Demands
70% of work is computer based therefore sitting in a restricted position for this proportion of duties
Manual Handling of medical records on a daily basis
Mental Demands
Concentration required through interruptions when transcribing audio tapes/written notes, filing and dealing with enquiries.
Organising and managing time effectively to meet required timescales
Ability to respond to priority and unforeseen occurrences.
Emotional Demands
Exposure to sensitive/disturbing clinical information on a frequent basis
Dealing with telephone calls distressed relatives and demanding operational staff on a daily basis
Working Conditions
The health Centre is sited in a locked area within the prison. The post holder must be fully compliant with security procedures and has a responsibility to carry keys and a personal alarm at all times.
Travel between prison sites may be required
Most Challenging Parts of the Job:
The ability to prioritise/complete demands from team members and deliver quality work within tight guidelines
Frequently dealing with telephone calls from distressed relatives sensitively and in an objective, non judgemental and professional manner.
Frequently dealing with Procurator Fiscal Office, Solicitors and Police were assertive skills and legal advice may have to be sought from senior managers before releasing information.
Essential:
Educated to standard grade/SVQ level
Demonstrate skills and competencies gained from working in an administrative role
Proficient in the use of Microsoft Office Packages
IT and Advanced Keyboard skills
Well developed administrative, organisational and communication skills(Verbal and Written)
Ability to work well and flexibly with colleagues to provide support and assistance when required.
This is a Fixed term post for 6 months.
Informal Contact: Marie Higgins, Administration Manager PHC, Tel No: 0141 770 2050
Details on how to contact the Recruitment Service can be found within the Candidate Information Packs
NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.