Patient Flow Manager

Purpose of the Post

The Patient Flow Manager will coordinate the overall patient flow process effectively, minimising delays and supporting discharge. He/she will work with all departments, maximising patient throughput and utilisation of available hospital beds and also ensuring all beds available to the hospital in other facilities (off site) are utilised in the most efficient and effective manner. The Patient flow manager oversee the management of complex discharge of patients through discharge pathways such as the Long term care process.

Principal Duties and Responsibilities

· The Patient Flow Manager is required to support the principle that the care of the patient comes first at all times and will approach their work with the flexibility and enthusiasm necessary to make this principle a reality for every patient to the greatest possible degree

• Manage patient flow to ensure the highest professional standards using an evidence based, care planning approach.

· Manage the office of the Patient flow team within the Operational Hub

• Liaise on a day-to-day basis, with various interests in relation to bed state and the availability of beds, ensuring that admission/discharge policy is implemented and bed allocation is adhered to.
• Have the authority to plan admissions to include medical, stroke and Ortho beds to SVUH each morning based on the current bed state and level of escalation within the Hospital.
• Actively manage opportunities for admission avoidance and create focus to ensure daily planned discharges are achieved to maximum potential.
• Be familiar with and oversee the implementation of the Hospital Escalation Policy.
• Monitor bed occupancy and plan discharges, being responsible for patient flow and identifying PDDS for discharge planning
• Communicate with G.P. liaison nurse, National Ambulance Service (NAS) and the relevant Community services when the hospital is experiencing an escalation in bed requirements.
• In collaboration with the Operational Hub team, maintain open, bidirectional communication channels with Community services to facilitate a combined approach to the timely, safe and coordinated planning of care and services for patients who are medically discharged awaiting further non-acute care.
• Be responsible for the co-ordination, assessment, planning, delivery and review of service user care in relation to Patient Flow management.
• Manage own caseload in accordance with the needs of the post.
• Collaborate with service users, family, carers and other staff in treatment / care planning and in the provision of support and advice, ensuring they are treated with dignity and respect.
• Plan discharge or transition of the service user between services as appropriate.
• Maintain records in accordance with local service and professional standards.

· Provide staff leadership and motivation which is conducive to good working relations and work performance.

· Formulate, implement and evaluate service plans and budgets in co-operation with the wider healthcare team.

· Lead and implement change with Patient Flow

· Contribute to the formulation, development and implementation of policies and procedures at area and hospital level.

· Ensure compliance with legal requirements, policies and procedures affecting service users, staff and other hospital matters.

· Manage and promote liaisons with internal / external bodies as appropriate e.g. intra-hospital

· Identify patient flow pathways within the hospital and causative factors of delays and remove unnecessary constraints or delays and take remedial action where necessary to improve patient flow and the patient experience.

· The patient flow Manager has responsibility for developing and enhancing relationships by creating collaborative communication across the Primary and Community Care structures in order to reduce unnecessary attendances and support early discharge to the most appropriate setting.

· Collaboratively work with colleagues, social workers and multidisciplinary team who have responsibility to drive processes essential to timely discharge such as a plan for every patient, discharge planning, and predicted date of discharge: criteria led discharge.

· Lead out on patient flow initiatives in collaboration with community services in line with the integrated care programmes.

· Manage the national Delayed Transfer of Care (DTOC) database, assisting MDT with solution focused processes and procedures to enhance the patient experience.

· Ensure that relevant timely data is available to support decision-making and to assess quality improvement deliverables.

· Collaborate and liaise with key stakeholders’ national and local e.g. RHA/IHA,

· SVUH, relevant clinical programmes, patient flow project, special delivery unit (SDU), Quality Improvement projects and National project leads.

· Identify patient flow pathways within the hospital and contributing factors of delays and remove unnecessary constraints or delays

· Enhance and develop processes in patient flow to increase the efficiency and influence the performance of the Hospital patient flow pathways and support systems to facilitate optimum efficiency through the Operational hub.

· Liaise with patients/family members as required to communicate arrangements for admission and discharge. This communication will be supported by the relevant information leaflets or instructions to enable the patient to refer to these instructions at a later stage if required.

· Inform management of any operational issues regarding patient flow that are adversely affecting the admissions/discharges and feedback as appropriate to the key stakeholders.

· Devise policies/procedures and guidelines with regards to patient flow as appropriate and disseminate to all key stakeholders.

· Manage bed shortages and difficulties appropriately liaising with the key personnel required to deal with the difficulties for optimum resolution for the patient and the organisation.

· Provide a high level of professional leadership to maintain efficient patient flow throughout the organisation.

· Demonstrate high standards of communication within the area, division and across St. Columcille’s hospital, Regional Health Authority (RHA) Dublin South East, Ireland East Hospital Group and Community Health care organisations.

· Meets regularly with key stakeholders within SCH such as attending Consultants MDT weekly meetings, attends daily ward based operational/navigational hub meetings incorporating community services and other committees/sub committees relevant to patient flow.

· Represent hospital at key working groups within the RHA- Dublin South East/IEHG

· To maintain statistical information on admissions, discharges, occupied bed days, average length of stay etc. as required or requested.

· Responsible for the management of inputting and maintain accuracy of Weekly and Monthly hospital activity to appropriate stakeholders both internally and externally Hospital Manager, Nursing management, Special delivery unit (SDU), Business intelligence unit (BIU), Ireland East hospital group (IEHG), Health service executive through Compstat (HSE), NQAIS, Healthcare pricing office HPO for Hospital inpatient enquiry database (HIPE), National treatment purchase fund (NTPF) and Community health offices.

· Ensure confidentiality and safe custody of healthcare records and medical information within your assigned workspace in line with best practice procedures and hospital policy.

· Participate and conduct audit on metric’s relating to patient flow and discharges. Professional/Clinical Knowledge and Application:

KPIs

· The identification and development of Key Performance Indicators (KPIs) which are congruent with the hospital’s service plan targets.

· The development of Action Plans to address KPI targets.

· Driving and promoting a Performance Management culture.

· In conjunction with line manager assist in the development of a Performance Management system for your profession.

· The management and delivery of KPIs as a routine and core business objective.

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Risk Management, Quality, Health & Safety

• Adequately identifies, assesses, manages and monitors risk within their area of responsibility.

· The post holder has a duty to familiarise themselves with the relevant Organisational Policies, Procedures & Standards and attend training as appropriate in the following areas:

o Continuous Quality Improvement Initiatives

o Document Control Information Management Systems

o Risk Management Strategy and Policies

o Hygiene Related Policies, Procedures and Standards

o Decontamination Code of Practice

o Infection Control Policies

o Safety Statement, Health & Safety Policies and Fire Procedure

o Data Protection and confidentiality Policies

· Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.

· Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

· In addition, the post-holder will introduce appropriate risk elimination measures.

· The process of monitoring and responding to Health and Safety (H&S) concerns will be ongoing, by liaising with infection control.

Education & Training

· Contribute to service development through appropriate continuous education, research initiatives, keeping up to date with relevant literature and relevant research and new developments in the management of patient flow, education and practice and attend study days as considered appropriate.

· Participate in the identification, development and delivery of induction, education, training and development programmes for all staff

· Participate in in-service training and orientation programmes for staff.

· Provide support, supervision and professional development of appropriate staff in respect of patient flow.

· Engage in performance review processes including personal development planning by setting own objectives and providing and receiving feedback.

· Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to them from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

Each candidate must, at the latest date for receipt of completed applications for the post:

Professional Qualifications & Experience

Have satisfactory experience in an office under the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004 at a level not lower than that of Grade IV (or equivalent)

Or

Be registered in theGeneral Division of the Register of Nurses maintained by Bord Altranais agus Cnáimhseachais na hÉireann (Nursing and Midwifery Board of Ireland) or be entitled to be so registered

Or

Have a recognised professional qualification in a Health and Social Care Profession

And

Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

And

Have the managerial and administrative capacity to properly discharge the functions of the role

And

Demonstrate evidence of continuing professional development at the appropriate level

This campaign is confined to staff who are currently employed by the HSE, TUSLA, other statutory health agencies*, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004 as per Workplace Relations Commission agreement -161867

Health

A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character

Each candidate for and any person holding the office must be of good character.

Post Specific Requirements

Demonstrate depth and breadth of experience in an acute services as relevant to the role including:

· A high degree of commitment, professionalism and dedication to the philosophy of quality health care provision.

· Relevant knowledge, expertise and experience from an acute hospital perspective in order to discharge the duties of this post.

· Evidence of policy development and the ability to translate policy into action.

· An ability to plan, organise and deliver services in an efficient, effective and resourceful manner, within a model of patient centred care and value for money.

· An ability to manage deadlines and effectively handle multiple tasks.

· Demonstrate ability to evaluate information and solve problems.

• Operate within the scope of practice - seek advice and assistance from his / her manager with any cases or issues that prove to be beyond the scope of his / her professional competence in line with principles of best practice and clinical governance.

Other requirements specific to the post

· Demonstrate depth and breadth of experience in the area of patient flow as relevant to the role

Skills, competencies and/or knowledge

Professional Knowledge & Experience

· Demonstrate practitioner competence and professionalism.

· Demonstrate an awareness of current and emerging nursing strategies and policy in relation to the clinical / designated area.

· Demonstrate the ability to relate nursing research to nursing practice.

· Demonstrate an awareness of HR policies and procedures including disciplinary procedures. Demonstrate an awareness of relevant legislation and policy e.g., health and safety, infection control etc.

· Demonstrate a commitment to continuing professional development.

· Demonstrate a willingness to develop IT skills relevant to the role.

Organisation and Management Skills

· Demonstrate the ability to plan and organise effectively.

· Demonstrate the ability to manage deadlines and effectively handle multiple tasks.

· Demonstrate an awareness of resource management and the importance of value for money. Demonstrates flexibility and adaptability in their approach to work

Building and Maintaining Relationships

· Demonstrate the ability to work on own initiative as well as part of a team

· Adopts a collaborative approach to patient care by co-ordination of care / interventions and interdisciplinary team working.

· Demonstrate strong interpersonal skills including the ability to build and maintain relationships. Fosters good professional work relationships between colleagues

· Demonstrates the ability to lead on clinical practice

Commitment to providing a Quality Service

· Demonstrates a strong commitment to the delivery of quality service.

· Display awareness and appreciation of the service user and the ability to empathise with and treat others with dignity and respect.

· Demonstrates integrity and ethical stance.

· Demonstrate motivation, initiative and an innovative approach to job and service developments, is flexible and open to change.

Analysis, Problem Solving and Decision-Making Skills

· Demonstrates evidence-based decision-making, using sound analytical and problem-solving ability. Shows sound professional judgement in decision-making.

· Takes an overview of complex problems before generating solutions; anticipates implications / consequences of different solutions.

· Uses a range of information sources and knows how to access relevant information to address issues.

· Demonstrate resilience and composure in dealing with situations.

Communication Skills

· Demonstrate strong communication skills - presents written information in a concise, accurate and structured manner.

· Demonstrates the ability to influence others effectively.

· Anticipates and recognises the emotional reactions of others when delivering sensitive messages

Campaign Specific Selection Process

Ranking/Shortlisting / Interview

A ranking and or shortlisting exercise may be carried out on the basis of information supplied in your application form. The criteria for ranking and or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore it is very important that you think about your experience in light of those requirements.

Failure to include information regarding these requirements may result in you not progressing to the next stage of the selection process.

Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview in ‘bands’ depending on the service needs of the organisation.

Diversity, Equality and Inclusion

The HSE is an equal opportunities employer.

Employees of the HSE bring a range of skills, talents, diverse thinking and experience to the organisation. The HSE believes passionately that employing a diverse workforce is central to its success – we aim to develop the workforce of the HSE so that it reflects the diversity of HSE service users and to strengthen it through accommodating and valuing different perspectives. Ultimately this will result in improved service user and employee experience.

The HSE is committed to creating a positive working environment whereby all employees inclusive of age, civil status, disability, ethnicity and race, family status, gender, membership of the Traveller community, religion and sexual orientation are respected, valued and can reach their full potential. The HSE aims to achieve this through development of an organisational culture where injustice, bias and discrimination are not tolerated.

The HSE welcomes people with diverse backgrounds and offers a range of supports and resources to staff, such as those who require a reasonable accommodation at work because of a disability or long term health condition.

Read more about the HSE’s commitment to Diversity, Equality and Inclusion

Code of Practice

The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA).

The CPSA is responsible for establishing the principles that should be followed when making an appointment. These are set out in the CPSA Code of Practice. The Code outlines the standards that should be adhered to at each stage of the selection process and sets out the review and appeal mechanisms open to candidates should they be unhappy with a selection process.

Read the CPSA Code of Practice.

The reform programme outlined for the health services may impact on this role, and as structures change the Job Specification may be reviewed.

This Job Specification is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

Application Form only, CVs will not be accepted for this position