Ward Clerk

Job description

Job responsibilities

The purpose of this role is to provide an efficient and high standard of clerical service to the ward; to ensure that a welcoming and professional greeting service is provided to patients and visitors; to ensure the smooth running of the admission and discharge process for patients on the ward and to ensure accurate and timely completion of unit databases.

RESPONSIBILITIES

1. Act as a first point of contact in person or on the telephone for patients, relatives and visiting staff, welcoming them to the ward and dealing with any queries, including those relating to admission, discharge, visiting times, claiming expenses, accommodation, insurance and parking.

2. Assist patients who may wish to claim expenses.

3. Book and track medical records. Maintaining an organised and up-to-date filing system of notes using the ward trolley, ensuring that all medical records are in order before leaving the ward.

4. Liaise with other departments/hospitals to obtain medical records images and results for authorised users. File reports in the medical record.

5. Undertake other admin duties including managing post, filing, photocopying and ordering or stationary to ensure the smooth running of the ward.

6. Ensure all patient records are correct. Collect personal and confidential information from patients or relatives in order to complete the admissions process including assignment to correct consultant; and ensure patient admissions, discharges and transfers are recorded in a timely manner on the patient administration system. Ensure adherence with the Data Protection Act and Trust procedures in respect of confidentiality and the patient record.

7. Ensure that information on overseas patients is entered accurately onto EPR and communicated to the Overseas team, to ensure appropriate charges are processed.

8. Support the ward staff with arranging discharges, liaising with all necessary teams and coordinating patient transport as appropriate. Ensure that follow-up appointments are booked if required.

9. Monitor that discharge letters are completed before patients leave the ward. Report weekly to duty consultant any that are not done within 24 hours of discharge.

10. Ensure that transport for any discharges is booked at least 24 hours an advance. Be a ward expert for transport booking ensuring that the nursing staff are able to book and check journeys.

11. Undertake surveys/audits as requested by the Ward Manager.

12. Provide cover for other ward clerks during periods of leave and absence.

13. To participate in the induction and training of new members of staff within the team

14. Liaise closely with the coordinator of each shift with regards to admissions and discharges.

15. Liaise with other departments in relation to inpatient appointment bookings and follow ups.

16. Liaising with the coders to ensure all coding of discharged patients is completed.

17. Distribute and direct mail as required.

Person Specification

Education/Qualifications

Essential

• GCSE or equivalent in Maths & English

Skills, Knowledge & Abilities

Essential

• Experience of working with patients Previous experience working as part of a team and on own initiative. Excellent communication skills, able to demonstrate examples of having dealt with challenging situations in the past. Ability to be self motivated and proactive. Good organisational skills and attention to detail. A flexible and positive attitude, willing to learn and progress within the role. Able to demonstrate a good understanding of the principles of data protection and patient confidentiality. Able to adopt a sensitive approach to difficult situations when dealing with patients and relatives.

Desirable

• Previous experience on a hospital computer system. Experience of working with sensitive data in accordance to Data Protection policies.

Experience

Essential

• Previous experience working in a healthcare setting. Experience using the telephone in a professional setting. Experience dealing with the public in a professional setting. Good level of IT literacy: able to use Microsoft packages confidently.

Desirable

• Administrative experience

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

Oxford University NHS Foundation Trust

Address

CMU-B

John Radcliffe Hospital

Oxford

OX3 9DU

Employer's website

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