Shift coordinator (Band 6 in charge) for Ward area Marsh/Iffley Roles & Responsibilities (GL1098) Approval Approval Group Job Title, Chair of Committee Date Maternity & Children s Services Clinical Governance Committee Chair, Maternity Clinical Governance Committee 4 th April 2018 Change History Version Date Author, job title Reason 1.0 Feb 2018 Sarah Bailey (Matron), Lindsay Cox (Iffley Ward manager) Trust requirement This document is valid only on date last printed Page 1 of 6
Overview This document outlines the roles and responsibilities of the Band 6 in charge (Shift Coordinator) of Iffley and Marsh Ward. The Band 6 Midwife allocated to be in charge is responsible for ensuring high standards of care through the safe, smooth running of the Ward Area. She will be responsible for the deployment of resources, supporting and developing staff and will work in partnership with others to ensure optimum care is provided. Good communication between all disciplines, including support staff, leadership and professionalism at all times are essential. 1. Communication It is essential that the Band 6 communicates effectively with all members of the Ward Team and the Multidisciplinary team to ensure the safety of mothers and babies at all times. The Band 6 should at the start of the shift: Any new staff members or visitors (ambulance crew, student midwives) are introduced and welcomed within the handover. For new staff to the ward ensure an orientation is completed and documented. Allocate Women and babies care appropriately and ensure team members are aware of their roles and responsibilities. Allocate checking of emergency equipment. Ensure all staff are happy with the allocation and are aware to inform you at any point during the shift if they have any concerns Make sure that any student midwife is working with the appropriate mentor and ask them about their learning needs to allocate work accordingly. At handover, plan allocation of breaks with all staff members. Staff should inform you if they have any problems in achieving their breaks in a timely manner. Update and save ward logs onto the shared drive, making sure that full names of staff are clearly on the log to show that is allocated to which women- also add E/L/LD next to the staff member, so can see which shift they are working. Ensure Dr s work book and NIPE clinic book are updated and correct. Communicate with the Maternity Coordinator at the beginning of the shift, being prepared with ward numbers, including staffing for 24 hours, no of women/babies, any concerns about women/babies. Throughout the shift when required by the Coordinator, be able to report on current ward activity. Communicate in a timely manner any concerns that you have been unable to manage with the Maternity Coordinator for example, allocation of breaks, increased workload for staffing, complaints, delay in ward round/women and babies reviews by doctors. Encourage all staff to update the daily task board with care required for their women/babies and update this throughout the shift as required. Ensure ward cleaning is completed and documented in the cleaning log This document is valid only on date last printed Page 2 of 6
During the shift, make sure that there is a mid-shift Juggle. Mid-way through the shift the co-ordinator should arrange a mid-shift review meeting ( juggle ). The purpose of this review is to; update on the current situation on the ward to arrange additional support for staff if required reallocate staff as necessary to check on staff wellbeing This juggle should occur on each shift, but on some shifts if reallocation of staff to other areas may need to occur at that point. If adverse situations or concerns from women arise and if the midwife caring for them cannot alleviate the situation, they should report to the Band 6 in charge. The Band 6 will address the situation and if she is unable to achieve a satisfactory outcome escalate to the Maternity Coordinator. At end of the clinical shift, ask all members of the team to ensure the ward log is up to date and print off the handover sheets on yellow paper for next shift. Give a concise handover to the next shift and discuss any issues/incidents with the next midwife in charge. 2. Equipment Allocate to specific members of the team at the start of the shift the checking of all emergency equipment- this includes resuscitaire, crash trolley, oxygen and suction Allocate all other essential equipment checks- for example BM machines, TBR machines, temperature of fridges/rooms. Take overall responsibility on the shift for ensuring that all faults with equipment/maintenance is reported appropriately. If unable to resolve on this shift to ensure clear communication with the next Shift Coordinator and the ward manager. If emergency equipment is not fit for purpose and unable to resolve the issue, report to the Maternity Coordinator. 3. Staffing The Shift Coordinator should review the staffing levels on duty and escalate any concerns immediately to the Maternity co-ordinator. The Shift Coordinator will review the duty rosters for the next 24 hours to ensure adequate cover. If there are issues regarding staffing, address these issues if able too by contacting team members who may be able to assist. If unable to resolve escalate to Maternity Coordinator or Ward manager if on duty. 3.1 Sickness If any staff member calls the ward reporting sickness, the Shift coordinator must make sure that this member of staff personally speaks to the Maternity Coordinator. The Shift Coordinator should assess how this changes staffing and attempt to cover where possible. This document is valid only on date last printed Page 3 of 6
3.2 Staff support The Shift co-ordinator should endeavour to ensure staff are able to take appropriate breaks. Where breaks are not possible due to clinical pressures she must ensure staff are able to maintain adequate hydration as a minimum and must record missed breaks using the Optimize system. 4. Education The co-ordinator will ensure that every opportunity is taken to provide on-going education of all staff and encourage staff to undertake on-line mandatory training during quiet periods. The co-ordinator will also facilitate attendance of teaching sessions arranged by the skills facilitator and other speakers. She/he will also support staff in learning new clinical skills and the use of equipment new to the department or the individual. 5. Capacity Issues 5.1 Bed Shortage: The shift co-ordinator should identify those mothers who are suitable for early discharge and liaise with the Maternity unit co-ordinator Bleep 179 (Director of Midwifery ext. 7269 or Matron for Maternity Hospital Services ext.: 7311) The shift co-ordinator should inform the on-call Consultant/Registrar who might be able to perform an early ward round and discharge appropriately. The coordinator should be encouraged to discharge as many suitable women as possible, asking them to wait for their transport in the dining rooms if necessary. Refer to the Escalation and Diversion protocol (CG479). 6. Resources Equipment, supplies and cleanliness of facilities The co-ordinator is responsible for ensuring that all neonatal resuscitation equipment are checked as a minimum of twice daily and following use. Adult resuscitation equipment should be checked daily. Each resuscitaire should be adequately stocked with drugs and other essential stock items. She/he must report failures or lack of equipment promptly to ensure equipment is fit for use at all times. She/he is also responsible for ensuring a safe working environment is maintained by the safe storage of equipment. 6.1 Controlled drugs/ FP10 prescription pads for off-site dispensing Controlled drugs should be checked at the change of every shift and signed that this has been done. The co-ordinator should consider whether these drugs need to be ordered on a Monday, Wednesday and Friday. These may only be ordered by those senior midwives whose signature is recognised by pharmacy. Consideration must be given to weekends and Bank Holidays. The co-ordinator is responsible for the safe storage of FP10 s and must check these on every shift. Only staff with a professional registration may order FP10 s. The cardboard This document is valid only on date last printed Page 4 of 6
back of the used prescription pad together with the back sheet of paper will need to be taken to the pharmacy office in order for a replacement pad to be issued. 6.2 Anti D supply The coordinator should be aware and remind staff to check women who may need Anti-D / check fridges. 6.3 Housekeeping The co-ordinator should liaise with housekeeping staff concerning the priorities for cleaning of the rooms during times of increased clinical demand and liaise with the housekeeping supervisor as necessary i.e.: deep cleans / inform Housekeeping staff of infection control outbreaks. 7. Health & Safety 7.1 Infection Control The co-ordinator must ensure that infection control standards are maintained and policies adhered to. She should challenge the practice of those members of staff who deviate from these standards in an informative and supportive manner. 7.2 Fire The co-ordinator has responsibilities in accordance with the unit policies in both the maintenance of a safe working environment and actions to be taken during a fire procedure. Fire marshals should be identified on each shift. See noticeboard opposite the reception desk for details of local fire policy. 7.3 Security The co-ordinator must ensure that the working environment remains secure at all times and reports any suspicious or actual breaches in security promptly to the security guards. 7.4 Safety Crosses To be updated on each shift. 7.5 Incidents Staff to be encouraged to complete Datix for any incident that occurs during the shift. This document is valid only on date last printed Page 5 of 6
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