Job summary
ICCU Receptionist/Ward Clerk
Part-time - 30 hours per week. Monday - Friday 2pm to 8pm
We are seeking an experienced Receptionist/Administrator to work on our busy Critical Care Unit.
You will be an enthusiastic and well motivated individual who enjoys working as part of our team. Our receptionists are integral to the smooth running of our unit, providing high quality and patient focused care.
You should have excellent communication skills, both written and oral, and proven customer/patient service skills. You will need to be able to remain calm when working under pressure and be able to manage expectations positively.
Computer literacy, reliable attendance and good time keeping are all essential.
Previous experience in this role would be helpful.
You will be expected to promote a professional attitude offering an efficient and confidential service in person and by telephone as part of the role.
You will have excellent communication skills and a flexible approach to work focusing on ensuring the needs of patients and visitors to the unit are met.
The role involves referencing of, and inputting to, a number of electronic systems and you will demonstrate a high level of accuracy and attention to detail to ensure data quality standards are adhered to. Familiarity and experience of ICT systems is essential.
Main duties of the job
To provide an efficient, Courteous and helpful reception service to Patients, their families and other Professionals when they contact the Ward/Clinic/Unit.
To undertake various clerical duties associated with the custody and use of Health Records. This will include all administrative procedures and documentation associated with a patient's journey through the Midwifery Service, as outlined in the Patient Access Policy.
It is expected that staff will undertake clerical duties relating to any aspect of the service.
It is expected that staff will be able to demonstrate a significant level of initiative in organising their workload and in taking decisions and action within clearly defined limits. They will also ensure the requirements of role are done in a timely manner.
To ensure patient confidentiality is always maintained.
About us
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
Job description
Job responsibilities
To use a range of IT systems to support the Trust requirements within the Health Record field.
Respond in a professional and courteous manner when dealing with confidential or sensitive issues.
To undertake full receptionist duties, ensuring the service is efficient and welcoming, always maintaining confidentiality.
To be responsible for the security of case notes within the department.
To accurately in-put, up-date and amend all patient related information on to the Patient Administration System (PAS) ensuring that relevant amendments are transferred to patients case notes as necessary.
To register, admit, transfer, and discharge patients on (PAS) Patient Administration System.
To work within identified guidelines with regards to safeguarding. To ensure safeguarding processes are followed in terms of documentation and reporting.
To input data from a variety of sources using a range of identified data systems accurately and timely.
To amalgamate case notes where more than one record exists and to ensure that all case notes are filed in the recognised format.
To be responsible for the timely processing of all incoming and outgoing mail.
To undertake filing of notes, results and correspondence following Trust and departmental policies.
To track case notes in and out of your areas of work as per Trust policy
To convey appropriate information accurately and timely to a range of professionals and disciplines as authorised.
To ensure notifications processed as per departmental policy in a timely and accurate manner.
To attend mandatory sessions and undergo training as deemed appropriate by your line manager.
To participate in the Trusts staff appraisal policy.
To be familiar with and comply with all directorate and Trust policies and procedures.
To undertake any tasks relevant to the work of a Health Records Clerk/Receptionist, this may develop as a special requirement of the directorate/department.
To assist with the training and induction of newly recruited staff within the department.
Photocopy/fax/scan documents when requested. Enquiries should always conform to the rules of confidentiality regarding the release of patient information. Policies and procedures should be followed when using either photocopying or facsimile machines to transmit or copy patients details.
To liaise with clinical staff in the ordering and receiving of goods to the Ward.
To book/arrange appointments for services provided within the Critical Care Directorate
To process telephone conversations, update patients demographic details, raise case notes if applicable. Ensuring accuracy of patient data.
To work as a team to ensure daily coverage within the Service.Provide patients with in-patient sick notes as appropriate and completion of patient aid forms.
To maintain records of in patients and past patients in the form of an admission book.
To arrange referrals to the multi professional team updating as directed by the nursing team in preparation for discharge.
To access pharmacy tracking system retrieving information to facilitate a timely discharge for the patient.
To take specimens to the laboratory as required.
To arrange all appropriate appointments as directed by the nursing / medical team.
To arrange transfer of patients to other areas as requested.
To ensure there are adequate stocks of stationary and notify the Senior Sister /Charge Nurse of any deficiencies.
Job description
Job responsibilities
To use a range of IT systems to support the Trust requirements within the Health Record field.
Respond in a professional and courteous manner when dealing with confidential or sensitive issues.
To undertake full receptionist duties, ensuring the service is efficient and welcoming, always maintaining confidentiality.
To be responsible for the security of case notes within the department.
To accurately in-put, up-date and amend all patient related information on to the Patient Administration System (PAS) ensuring that relevant amendments are transferred to patients case notes as necessary.
To register, admit, transfer, and discharge patients on (PAS) Patient Administration System.
To work within identified guidelines with regards to safeguarding. To ensure safeguarding processes are followed in terms of documentation and reporting.
To input data from a variety of sources using a range of identified data systems accurately and timely.
To amalgamate case notes where more than one record exists and to ensure that all case notes are filed in the recognised format.
To be responsible for the timely processing of all incoming and outgoing mail.
To undertake filing of notes, results and correspondence following Trust and departmental policies.
To track case notes in and out of your areas of work as per Trust policy
To convey appropriate information accurately and timely to a range of professionals and disciplines as authorised.
To ensure notifications processed as per departmental policy in a timely and accurate manner.
To attend mandatory sessions and undergo training as deemed appropriate by your line manager.
To participate in the Trusts staff appraisal policy.
To be familiar with and comply with all directorate and Trust policies and procedures.
To undertake any tasks relevant to the work of a Health Records Clerk/Receptionist, this may develop as a special requirement of the directorate/department.
To assist with the training and induction of newly recruited staff within the department.
Photocopy/fax/scan documents when requested. Enquiries should always conform to the rules of confidentiality regarding the release of patient information. Policies and procedures should be followed when using either photocopying or facsimile machines to transmit or copy patients details.
To liaise with clinical staff in the ordering and receiving of goods to the Ward.
To book/arrange appointments for services provided within the Critical Care Directorate
To process telephone conversations, update patients demographic details, raise case notes if applicable. Ensuring accuracy of patient data.
To work as a team to ensure daily coverage within the Service.Provide patients with in-patient sick notes as appropriate and completion of patient aid forms.
To maintain records of in patients and past patients in the form of an admission book.
To arrange referrals to the multi professional team updating as directed by the nursing team in preparation for discharge.
To access pharmacy tracking system retrieving information to facilitate a timely discharge for the patient.
To take specimens to the laboratory as required.
To arrange all appropriate appointments as directed by the nursing / medical team.
To arrange transfer of patients to other areas as requested.
To ensure there are adequate stocks of stationary and notify the Senior Sister /Charge Nurse of any deficiencies.
Person Specification
Qualifications
Essential
- 4 GCSE or equivalent
- English Language GCSE or equivalent
- IT literate - ability to work with various PC based software programmes.
- Reception / Clerical experience
Desirable
- Previous experience with PAS systems
- Good verbal communication skills - ability to deal with people in person and on the telephone. Ability to take and pass on clear, accurate and detailed messages.
- Experience working in an acute/fast-paced environment
Person Specification
Qualifications
Essential
- 4 GCSE or equivalent
- English Language GCSE or equivalent
- IT literate - ability to work with various PC based software programmes.
- Reception / Clerical experience
Desirable
- Previous experience with PAS systems
- Good verbal communication skills - ability to deal with people in person and on the telephone. Ability to take and pass on clear, accurate and detailed messages.
- Experience working in an acute/fast-paced environment
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
