Discharge Flow Co-ordinator

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Key Operational Duties

 The Flow Coordinator role is intended to help the Trust develop safe and efficient discharge processes and reduce length of stay for patients in the acute setting.

Lead on the discharge of patients on allocated ward(s) who are clinically ready to leave hospital, to ensure flow is maintained.

Support efficient and seamless ward processes from admission to discharge, concentrating primarily on facilitating discharge actions.

To be the primary point of contact and the link for discharge for the Multidisciplinary team, the Integrated Discharge team, Site Team, and other key staff groups on designated ward(s).

To be informed in all aspects of the hospital discharge process including internal and external referral pathways, relevant legislation, policy, and guidance, i.e., Home first, Choice Policy, Homelessness pathway.

Attend the daily board rounds, taking actions to support the wards and patient flow for that day.

To be responsible for the data input into clinical systems that support flow and timely discharge of patients, e.g., updating Patient flow re; discharge codes, estimated discharge date, (EDD) and any narrative in relation to discharge arrangements, delays, outstanding actions etc.

Review all patients each day noting which patients have an estimated date of discharge (EDD) within the next 48hrs and support the preparation for discharge working towards this EDD.

Ensure TICKED checklist is completed daily to prepare for discharge early on the expected date i.e., next of kin aware, TTA medicines arranged with pharmacy and delivered to ward, referrals to community services completed and sent, transport arranged, discharge summary, follow up appointments booked and the patient, family/caregivers are made aware.

Ensure that any speciality reviews, diagnostics, and investigations that are required as part of the patient pathway have been requested and reported within expected time frames.

Contact the IDT, care agency or single point of access to confirm the care arrangements in advance of the patient leaving the ward, communicating the arrangements to the patient, family/caregivers, and other relevant parties.

To escalate any issues or delays experienced to the appropriate person(s) i.e., General Manager for discharge, Ward Manager, Nurse in charge, IDT, Discharge Coordinators, Matrons, etc, at the earliest opportunity seeking support to prevent or unblock any delays to discharge and minimising disruption to patient flow.

Liaise with Occupational Therapists, Physiotherapists, Social Services, internal multidisciplinary teams, community teams and other professionals or agencies involved in arrangements supporting the patients discharge from hospital to enable continuity of discharge planning.

Maintain momentum in discharge planning throughout the entire process, supporting and working in partnership with other members of the Integrated Discharge Team (IDT), ward

multi-disciplinary team and community partners, constructively challenging decisions with regards to discharge planning where appropriate.

Communication

To always maintain patient confidentiality and follow the information governance guidance to manage patient related information and data.

Act as a first point of assistance in designated work area(s) for both internal and external enquiries relating to patient discharge.

Undertake, facilitate, and support effective and early communication between hospital staff, the patient, and their family/caregivers with regards to discharge planning.

Ensure the patient and family/caregivers are always well informed regarding the discharge plan/arrangements and what the expectations are, i.e., communicating the expected date of discharge, confirming any support arrangements, agreeing transport and access arrangements for the day of discharge.

Support patients and their relatives to access and complete any relevant documentation or referrals relating to their discharge. 

To liaise with clinical and non-clinical staff regarding any outstanding actions required to expedite discharge.  The post holder will need to be able to use negotiation, tact, diplomacy and at times be assertive and constructively challenge individuals to achieve the required outcome; and for example, where this will have a negative impact on patient flow.

The post holder may encounter difficult conversations in their role, for example if the patient or family/caregivers are not in agreement with the discharge arrangements.  This will require good communication skills, listening skills, assertiveness, and empathy to achieve a resolution.

To recognise when a conversation may fall out of the scope of own role, knowledge or delegated responsibility and use judgment to refer to a more appropriate member of the MDT or Discharge team.

To keep accurate and timely records on designated recording systems of all interactions with patients, family/caregivers, MDT, and external stakeholders which pertain to the patients’ discharge.   This includes a record of conversations and phone calls, for the purpose of record keeping in line with Trust Policy.

Make follow up calls to patients when required and escalate any concerns that may arise to the appropriate professional, i.e., IDT, Doctor, Therapist etc.

Organisational and Administrative  

 Follow written policies, protocols/operating and discharge procedures and patient treatment/care plans, ensuring provision of safe care.

Work flexibly and provide cover for colleagues across the team on request and as required to meet service requirements.

Plan, and organise own daily work and be able to respond efficiently and proactively to a changing or unpredictable workload as daily priorities may alter at short notice.

Arrange and participate in case conferences and family meetings when required/requested.

Liaise with Pharmacy when required regarding Discharge Medication.

Utilise IT systems to secure and record timely and accurate data relevant to the role and function.

Facilitate booking of patient transport using the online booking system and support/assist in organising transfers between wards and external transfers.

Assist in the induction of new staff as required.

Personal Development

 Demonstrate accountability for own actions. Work within own level of assessed

competence and participate actively in any identified training to support job role.

 Take personal responsibility for booking and participating in all statutory & mandatory training required for the role.

Identify own learning needs and develop personal objectives in conjunction with line manager to be reviewed at appraisal.

Participate in annual staff appraisal, personal development, and any in-service training activities in line with the knowledge and skill requirement for the role.

Health, Safety and Security

Assist in maintaining a safe working environment.

Report any issues at work that may put health, safety and security of staff, patients, and visitors at risk.

Work within own personal/professional limitations and seek help of others to maintain safe practice.

Work at all times, in a way that minimises the risk of infection (to patients and self)

and maintains health, safety, and security in line with established protocols (e.g., hand hygiene, use of Personal Protective Equipment).

Service Improvement and policy development

Show initiative in finding innovative solutions to problems, identifying bottlenecks and potential threats to service delivery.

Comply with Trust/local policies and procedures.

Identify improved ways of working and propose changes to practices, procedures and processes in own area of work.

Equality and Diversity

Carry out duties and responsibilities in line with the Trust’s Equal Opportunity policy.

Recognise the importance of people’s rights and act in accordance with legislation, policies, and procedures.

Act in ways that acknowledge and recognise peoples’ expressed beliefs, preferences and choices, respecting diversity, and valuing people as individuals.

Take account of own behaviour and its effect on others.