Renal Ward Clerk

Job description

Job responsibilities

Role Summary

Responsible for ensuring the administrative and clerical work related to patient care are competently managed.

Ensure that all paper and computer stored data surrounding a patient episode is completed accurately and promptly.

To deal efficiently and in professional manner enquires from both patients and staff internally and externally.

Key Working Relationships

Internal: All clinical and non-clinical staff.

External: Other NHS Trusts, patients and GPs.

Main Duties and Responsibilities

Communication

When admitting patients, the following details must be checked and updated Title, Sex, First Name, Surname, Marital Status, Date of Birth, Religion, Ethnic Group, GP Name, Practice name, GP applies, Address, Postcode, Next of Kin and all telephone contact numbers.

Ensure all patient discharge information is correctly filled out by nursing and medical staff and where appropriate send to GP, Secretary, anti-coagulation department and file copy in case notes.

Open all incoming post unless marked to a specified member of staff. Process and pass to appropriate members of nursing team.

Be responsible for ensuring all the relevant correspondence is located.

Answer telephone enquires following departmental protocol, both internal and external, from other members of staff, departments, patients/relatives and other hospitals, referring them to the supervisory staff member when necessary.

When elective patients arrive on the ward check correspondence, amending any details on Careflow and CV5. Add their details to ward admission book specifying date of admission, consultant, and GP. Also ensuring that admission and discharge time are recorded.

Booking of post inpatient follow up appointments patients leaving with follow-up appointment in their hand Send follow up requests to relevant department/team. Mark in file to record that the request has been made.

To ensure where the patient no longer requires future follow-up that the Referral is discharged using Careflow

To outcome and discharge referrals as and when appropriate.

Arrange transport for patients being discharged home or to another hospital as required.

Report and log maintenance issues that may arise on ward. Liaising with Ward Manager if necessary.

Organise appropriate transport and ensure original/photocopied notes and/or x-rays/x-ray reports are sent with the patient if they are transferred elsewhere.

Record and participate in ongoing ward audits.

Welcome visitors and patients, directing enquiries to the nurse in charge.

Obtain information from patients to process any health insurance claim forms.

Ability to exercise discretion to ensure that patient confidentiality is maintained, and a professional, respectful hospital environment always exists.

Monitor and maintain appropriate levels of stationery and order as and when necessary, informing the ward manager of any potential problems in a timely manner.

Work as a team with other ward clerks, being considerate and flexible, and taking the needs of your peers into consideration.

Undertake photocopying for ward and ensure that required levels of documents are maintained.

Service Delivery and Improvement

Ensure on a daily basis that the ward board/admissions book is checked for recent discharges and patients due to be admitted. Responsible for adding admission and full patient details onto Careflow and CV5. Maintain and monitor ward information recorded on Careflow and CV5. Ensuring that all patients are admitted to the correct ward bed, consultant, and specialty.

Responsible for the updating all admissions, transfers of care, discharges, and transfers to different wards information on Careflow and CV5 on an ongoing basis

To access the spine with a smart card to find NHS numbers.

When admitting patients to the ward ensure that if the patient is an overseas visitor that the correct policies and procedures are followed.

Identify and manage duplicate case notes, including when appropriate organising the merging of electronic records and amalgamation of case notes

Responsible for ensuring that all patient records reach the clinical coding department in a timely basis to be coded.

Providing annual leave and sickness cover as appropriate for other ward clerks.

People Management and Development

To assist training of new staff when requested

To work closely with the Deputy Administrative Supervisor to review working practices, identify new improved ways of working and find solutions to problems.

Contribute to the continued training of new members of staff and colleagues within the department, as required.

The ability to cross cover different ward areas when required during times of unplanned absence with a standardised job description and ward matrix

The ability to work unsupervised.

Ensure that all mandatory training required for the post is kept up to date.

To undertake any other relevant duties commensurate with grade, which might reasonably be required to assist in the smooth running of the ward area as advised by the Deputy Administrative Supervisor.

Ensure personal/professional development is identified and carried out through the appraisal process.

Patient Care Delivery

To assist training of new staff when requested

To work closely with the Deputy Administrative Supervisor to review working practices, identify new improved ways of working and find solutions to problems.

Contribute to the continued training of new members of staff and colleagues within the department, as required.

The ability to cross cover different ward areas when required during times of unplanned absence with a standardised job description and ward matrix

The ability to work unsupervised.

Ensure that all mandatory training required for the post is kept up to date.

To undertake any other relevant duties commensurate with grade, which might reasonably be required to assist in the smooth running of the ward area as advised by the Deputy Administrative Supervisor.

Ensure personal/professional development is identified and carried out through the appraisal process.

Person Specification

Experience / Qualifications

Essential

• Good working knowledge of administrative and clerical practice.
• Good working knowledge of administrative and clerical practice.
• Good interpersonal skills.
• Working knowledge of NHS organisations.

Desirable

• Knowledge of data protection and Caldicott.

Specific Requirements

Essential

• Knowledge of Word, Excel, PowerPoint, Access and other related PC applications.

Desirable

• Knowledge of Careflow (trust based administrative system).

Skills

Essential

• Evidence of having undertaken own development to improve understanding of equalities issues.

People Management and Development

Essential

• Able to work on own initiative without direct supervision.
• Self-motivated.

Equality, Diversity, and Inclusion

Essential

• Evidence of having championed diversity in previous roles (as appropriate to role).

Freedom to Act

Essential

• Ability to work unsupervised.

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.

Employer details

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

Royal Sussex County Hospital

Eastern Road

Brighton

BN2 5BE

Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)