Cope Coordinator

Closing date:

Role profile
Role title 4 Months FTC COPE Coordinator

Division Akeso Clinics + COPE

Location Milnerton, Western Cape

Reporting structure Admin and Finance Manager/ COPE Manager

Role summary

The COPE Co-ordinator is responsible for the co-ordination and communication activities in COPE between professional staff members and their clients, thus acting as the main point of contact for all referrals and enquiries, and being the main custodian of all information/documentation pertaining to the units.

Key work output and accountabilities

Co-ordination

• Collate and maintain patient files, including admission forms, screening assessments, ensuring that all required documentation is included.
• Transfer completed files to the archives and file correctly.
• Ensure that there are sufficient copies of any other relevant documents, including a list of resources and support groups if appropriate.
• Responsible for daily and weekly planning of programmes and appointment schedules. Ensure that all patients are given their daily forms to be completed.
• Update and maintenance of the communication board admission and discharge dates, and attending psychiatrists' and psychologists' patients' details.
• Maintain Unit stats, including group and TAG attendance stats.
• Order stationery and other relevant items as required by the COPE team.
• All COPE reception duties.
• Administrating all telephonic enquiries and completing the required log sheet in order for patient to be admitted.
• All administration and reception duties as required for the smooth running of the unit, including scheduling intake assessments.
• Arrange transport for programme activities, including outings and exposure therapy.
• Coordinate bookings of sessional rooms for COPE members, as well as external professionals.
• Prepare orientation packs for patients, and maintain adequate stock levels thereof.
• Communicate maintenance and housekeeping issues to the relevant parties.
• Keep records of patients' contact details and communicate support group information and other

COPE-related issues to patients.

• Communicate daily patient handover from all the units to the relevant staff.
• Orientate new staff with regard to human resources documentation and communicate same to the

Financial Manager.

• Coordinate and communicate with locums. Ensure that billing sheets are submitted timeously to the Financial Manager.
• Maintain sessional rooms and attend to housekeeping issues.

Orientation

• Welcome all new patients onto the Unit.
• Responsible for providing all units under their care with a basic brief about the programme structure, philosophy and therapeutic processes (telephonically or at the premises).
• Draw up a weekly planner for family sessions for each patient.
• Ensure that the patients hand in their mobile phones, any cash and other important documentation for safekeeping during their stay.

Communication

• Assume primary responsibility for communication amongst team members, patients and other professional staff to ensure optimal functioning of the unit in the greater context of the clinic. This will include psychiatrists, psychologists, occupational therapists, social workers, nursing staff and administration staff.
• Act as the main point of contact for all referrals, walkins and telephone enquiries.
• Provide therapeutic and financial information to those who enquire about the programme. Act as an administrative support to all members of the team.
• Take responsibility for answering any queries from the patients' family members or guardians not relating to clinical process.
• Act as a support to staff members: therapists, nurses and administration.
• Attending Ward rounds and keeping notes thereof.

Assessments

General

• Ensure that all Health and Safety regulations are adhered to.
• Perform various tasks as assigned by management.
• Maintain a high level of confidentiality.

Skills profile

Education

• Grade 1
• Diploma or Bachelor's degree in a Social or Humanities Field
• Registration with BHF and HPCSA / SASSWIP

Work experience

• 23 years' experience in a similar administrative and coordination role within a healthcare environment

Knowledge

• Excellent communication skills
• Ability to grasp clinical concepts
• Ability to administer screening tools
• Excellent recordkeeping skills
• Ability to interact empathically with patients
• Attention to detail
• A helpful manner

Computer literacy

• Microsoft Office suite

Non Managerial/ Specialist Skills
Customer Focus and Service The capacity to identify and respond to the needs of *internal and

Delivery external customers.

*Internal and external customers include patients, doctors, colleagues, suppliers, visitors, vendors and any other person that requires a relationship

Continuous Improvement The capacity to improve systems and processes to facilitate continuous improvement.

Personal Work Ethic

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