Re-engagement AdministratorNHS

Job summary

This is an exciting opportunity for someone who is keen to be part of a multi-disciplinary HIV Re-engagement Team aiming to improve health outcomes and quality of life for people living with HIV across South West London. The postholder will provide a networked administrative function across HIV services and work closely with clinical and non-clinical colleagues to identify, trace and support the re-engagement of people living with HIV who are no longer engaged in care.

The postholder will review UK Health Security Agency (UKHSA) re-engagement lists and utilise a range of approved NHS and partner information systems to identify and validate contact details for people living with HIV who are not in care. They will support the development and maintenance of a South London Not-in-Care database, oversee follow-up monitoring and outcome recording, support multidisciplinary team working, and ensure timely reporting of activity and outcomes.

The Re-engagement Administrator will work closely with the re-engagement team, consisting of a Community Clinical Nurse Specialists and Peer Support Case Workers, together with HIV Consultants, Health Advisers, psychologists, administrative teams and the South London Office of Specialised Services (SLOSS). The role will involve spending approximately one day per week at each South West London HIV service with the Re-engagement team, with flexibility to spend additional time at sites with higher numbers of people not in care.

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Main duties of the job

To identify patients with existing knowledge of their HIV diagnosis who are not currently engaged with HIV care and support efforts to facilitate their re-engagement.

To be responsible for systematically reviewing databases and lists of patients who have disengaged from care.

To review and validate UKHSA re-engagement lists and other sources of information to identify people living with HIV who are not engaged in care.

To support and facilitate communication with patients by telephone, text message, email and letter, in accordance with local policies and confidentiality requirements.

To handle subsequent enquiries from patients, including appointment reminders and follow-up communications.

To book appointments for patients where required and support effective pathways back into care.

Job description

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MAIN DUTIES & RESPONSIBILITIES

Patient Identification and Re-engagement

To identify patients with existing knowledge of their HIV diagnosis who are not currently engaged with HIV care and support efforts to facilitate their re-engagement.

To be responsible for systematically reviewing databases and lists of patients who have disengaged from care.

To review and validate UKHSA re-engagement lists and other sources of information to identify people living with HIV who are not engaged in care.

To support and facilitate communication with patients by telephone, text message, email and letter, in accordance with local policies and confidentiality requirements.

To handle subsequent enquiries from patients, including appointment reminders and follow-up communications.

To book appointments for patients where required and support effective pathways back into care.

Contact Tracing and Information Gathering

To utilise a range of approved information sources to identify and validate contact information, including:

o NHS Spine

o Electronic patient records

o Historical paper and electronic medical records

o GP records

o London Care Record

o Find-a-Prisoner services

o Home Office records where appropriate and authorised

o Other approved NHS systems and sources

To maintain accurate records of all tracing and contact attempts.

To exercise judgement and initiative when determining the most appropriate method of contacting individuals whilst maintaining confidentiality and minimising stigma.

Database Management and Reporting

To maintain and develop electronic databases supporting the re-engagement programme, including the South London Not-in-Care database.

To work collaboratively with colleagues across South West and South East London to support the development of a coordinated South London re-engagement database.

To ensure all activity, process and outcome data are accurately recorded in a timely manner.

To maintain records relating to:

o Demographics

o Last clinic attendance

o HIV clinical parameters

o Vulnerabilities and safeguarding concerns

o Consent to share information

o Potential reasons for disengagement from care

To ensure reports are completed within agreed timescales and submitted through the appropriate reporting systems.

To update and return clinic dashboard data and other programme reporting requirements as requested.

Monitoring and Evaluation

To oversee follow-up monitoring and data capture for individuals who re-engage with services.

To support collection and recording of programme outcome data.

To contribute to service evaluation, audit and quality improvement activities.

To assist with data quality assurance and validation activities to ensure accuracy and completeness of information.

To work with SLOSS and other programme partners to support local, regional and national reporting requirements.

Multidisciplinary Team Working

To work closely with the Re-engagement Team to identify barriers and challenges affecting the successful delivery of the programme.

To liaise closely with HIV clinical teams to ensure smooth and effective pathways into care for patients.

To support local and South London multidisciplinary team (MDT) meetings through preparation of relevant information and reports.

To work collaboratively with HIV Consultants, Community Clinical Nurse Specialists, Peer Support Case Workers, Health Advisers, psychologists and partner organisations.

To escalate complex cases or safeguarding concerns appropriately and in a timely manner.

Administrative Support

To document all actions taken within patient medical records and relevant programme databases.

To provide administrative support to the wider Re-engagement Team as required.

To maintain effective filing and record management systems.

To contribute to the development and review of administrative processes and standard operating procedures.

To attend relevant meetings pertaining to HIV services, re-engagement work, service development and quality improvement.

About us

St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey.Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).

After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.

At gesh we are committed to supporting flexible working arrangements. Applicants are encouraged to discuss any flexibility they may need during the recruitment process.