Job responsibilities
Key Working Relationships:
Patients,
relatives, carers, senior and junior medical, nursing staff, ward staff, Trust
staff, GP surgeries, medical secretaries.
Risk Assessment:
This Post involves handling medical notes and VDU work. Individuals may be exposed to violence and
aggression.
Job Purpose:
To
provide administrative and clerical support to the ward, professional qualified
staff and provide first point of contact to all users of the service.
To
take a key role in allocating patients to maximise capacity within the unit
The
particular duties to be undertaken by the post holder will be determined by
his/her ward/department manager. Objectives, performance and training needs
will be regularly reviewed in accordance with the Trusts performance review
guideline and are listed below
Key
Duties:
To input all TCI notifications from
the Secretaries for patients requiring procedures onto PAS
Responsible for generating and
sending out patient attendance letters
Populate and maintain an excel
spread sheet information for additional capacity patients to capture data.
Responsible for the booking of minor
urology procedures, ensuring there is enough capacity
Responsible
for informing the Ward Manager, if additional staff are required to provide
escort for Radiology patients
Assisting in planning the weekly
allocation sheets and as new booking come in, that these are is checked regularly
to ensure capacity is not exceeded.
Contact patients via telephone to
change attendance times as required
Preparing daily notes for all
patients including emergency ambulatory patients for UDU, organising all the
correct paperwork for the correct procedures and treatments
If patient cancels an appointment,
inform relevant personnel, cancel on PAS and update to reflect the
cancellation.
Responsible for discharging the
patients as they go home throughout the day on PAS or transferring them to a
ward if the patient does not go home.
On day of surgery when patients
arrive, check their demographic details are correct and admit and amend any
necessary details on PAS
Work station is required to be kept
clean and tidy in line with infection control policy.
To receive general telephone calls,
recording messages and dealing with initial enquiries in a friendly
professional name and referring the call to the relevant member of staff, as
appropriate.
To update and maintain filing
systems in the ward/department to enable timely and accurate information
retrieval.
Maintain records regarding
admission/discharges/ward attender/ appointments on clinical IT systems and via
a unit diary as indicated by the ward manager
To undertake other relevant clerical
duties as required including: photocopying, operating the fax, receiving,
sorting and distribution mail, basic typing and stock stationery levels.
Ensure that all notes are tracked to
the relevant department.
Arrange for urgent collection and
delivery of notes as required for scanning
Assigned Tasks within Ward/Department:
To
assist Ward Manager to produce correspondence i.e. thanks you letters,
communications with other departments, memos to staff, etc.
To
assist with reception and comfort of relatives as requested by nursing staff.
Work
collaboratively as part of an integrated team
Organise
own day-to-day work tasks showing an ability to prioritise in order to achieve
set timescales.
Ability
to make decisions and take actions within the Ward environment relating to
routine enquiries, whilst receiving support and supervision.
General Responsibilities:
To
ensure the confidentiality of all patient information and Trust business.
To
comply with all Trust policies and procedures.
In
accordance with the Trusts Health and Safety Policy, the post holder must take
reasonable care of their own health and that of others who may be affected by
their acts or omissions at work. The
post holder must co-operate with staff in complying with any statutory
requirements and participate in the workplace monitoring processes in order to
help maintain a healthy, safe and secure workplace.
To
report any accident or untoward incidents and complaints.
To
create and maintain positive working relationships with colleagues and other staff
within the workplace.
To
act always in a manner which will promote a good image of the ward/department?
To
respond appropriately to clinical emergencies as directed by the senior
officer/nurse in charge.
To
contribute to and participate in any initiatives to improve the quality of
service to patients.
Vision and Values:
The Trust aims to provide local services for local people.
It has developed its vision to reflect this commitment.
To continue to be the major provider of acute/specialist
services for the people of Worcestershire (and wider) with a strong reputation
for providing outstanding, high quality, reliable, accessible and integrated
healthcare for local people
Driving this commitment are the Trust-wide signature
behaviours:
Do what we say we will do
No Delays, every day
We listen, we learn, we lead
Work together, celebrate together
Standard Clauses:
The purpose of this post should
remain constant, but the duties and responsibilities may vary over time within
the overall role and level of the post.
The post holder may from time to time be asked to undertake other
reasonable duties. Any such changes will
be made in discussion with the post holder in the light of service needs.
Competence
The post holder is responsible for
limiting his / her actions to those which s/he feels competent to
undertake. If the post holder has any
doubts as to his or her competence during the course of his / her duties then
s/he should immediately speak to their line manager or supervisor.
Codes
of conduct
All employees of the Trust who are
required to be registered with a professional body, to enable them to practise
within their profession, are required to comply with their code of conduct and
requirements of their professional registration. Those staff that are not required to be
registered with a professional body are required to comply with the Trusts
codes of conduct.
Confidentiality
The post holder must maintain
confidentiality, security and integrity of information relating to patients,
staff and other Health Service business.
Records
Management
All employees of the Trust are
legally responsible for all records that they gather, create or use as part of
their work within the Trust (including patient, financial, personnel and
administrative), whether paper or computer based. All such records are considered public
records and all employees have a legal duty of confidence to service
users. Employees should consult their manager
if they have any doubt as to the correct management of records with which they
work.
Health
and Safety
Employees must be aware of the
responsibilities placed on them under the Health and Safety at Work Act (1974)
and the Manual Handling Operations Regulations (1992) and all relevant Trust
Health and Safety Policies and Guidance.
This ensures that the agreed safety procedures are carried out to
maintain a safe environment for employees, patients and visitors to the Trust.
Infection
Control
Employees must accept personal
responsibility and accountability for Infection Prevention and Control
practice. Employees should ensure they
are familiar with, and comply with, all relevant Infection Control policies for
minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory
updates in Infection Control.
