Job Detail

Responsibilities and particular assignments

General responsibilities

The Referral focal point contributes to enhance the holistic assistance and response to targeted communities, being responsible for handling internal and external referrals, follow-up of those referrals and reinforces the network of partners in the area of intervention. S/he maintains an updated service mapping and shares information on available services to other departments. S/he is the focal point for managing internal and external referrals as well as follow-up on referred cases and is responsible to ensure that Referral SOPs are enforced.

Following, PU-AMI Referrals Guidelines, s/he refers the beneficiary internally or externally to the proper stakeholders according to the person’s/household’s needs. S/he maintains a referral database to ensure the correct and timely data entry of all referrals-related data. This database will serve as a follow-up tool. S/he is in charge of contacting the referred individuals and ensuring if the referral has been effective.

Finally, s/he produces weekly/monthly and upon-request reports on the Referrals mechanisms.

Objective 1: (Referral management)

Activities/main duties

•           Following Persons of concern’s identification, mobile health team’s identification, internal/ external referrals and based on the referral SOPs, follow up on the referred case internally/ externally to the proper stakeholders/ PU-AMI departments with defined cases priority. Additionally, follow up on the cash for transportation given to the referred individuals.

•           Fill the Referral Database with accurate data issued from calls, visits or referrals from PU-AMI’s targeted health facilities and update it on a regular basis following feedbacks on the service provision.

•           Ensure that cases in need of external referrals are referred and followed- up in a timely manner to identified external partner, using the referral sheet.

•           For internal referrals, revert to the beneficiaries with feedback;

•           For incoming external referrals, forward the case to the appropriate internal department. Once a final decision on the case has been taken, revert back to the external partner.

•           In coordination with the Program teams, keep the service mapping with all the details as per the format (name, address, contact numbers, services provided, selection criteria etc.) to date.

Objective 2: (data management and reporting)

Activities/main duties

•           Ensure that all data entered in the Referral data base and other relevant forms/documents is in English (translated from Pashto to English if needed);

•           Ensure timely and correct data entry of the referred visits in the database;

•           Do a proper archiving of the referral forms (internal and external), following the PU-AMI data protection policy.

•           Update and maintain regularly the service mapping- including the address, phone numbers, open hours, accessibility constraints.

•           Report to the Project manager/Deputy Field Coordinator on trends, delays or challenges in terms of internal and external referrals, including regarding gaps in service provisions.

•           Produce monthly and quarterly analytical reports on referrals and any other data analysis as per the line manager request.

Objective 3  (Internal and external coordination)

Activities/main duties

•           Under the delegation of the Multi-sectoral Project manager, represent PU-AMI during meetings with other referral focal points from other agencies, to strengthen the complementarity of intervention;

•           Work in collaboration with the Project managers to strengthen the networking with other NGOs through active referral and follow up.

•           Work in collaboration of the Monitoring & Accountability (MEAL) Team to follow up on the cash for transportation given to the referred individuals.

•           Organize on a weekly basis a meeting with the appointed referral focal points of each PU-AMI team to ensure a proper follow up of the cases referred and on a monthly basis a meeting gathering all focal points.

•           Organize on a regular basis exchanges on best practices, challenges and recommendations with peers at base and mission level.

Objective 4:  ( Accountability and complaint management)

Activities/main duties

•           - In line with the PSEA policy and the Complaint Response mechanisms SOPs and depending on the category of the complaints, immediately redirect any related complaint to the Head of Mission at Coordination level or the Field Coordinator at base level.

•           - Work closely with the MEAL team to ensure smooth coordination