Ward Clerk Ward 1

Job description

Job responsibilities

WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST

JOB DESCRIPTION

Post Title:Ward Clerk

Pay Band:Band 2

Hours:30 hrs per week

Contract:Permanent

Location / Department:Ward One, Theatre Admissions Unit, Recovery

Discharge lounge, Kidderminster Treatment

Centre.

Professionally Matron

Accountable:

Reports to:Ward Manager/Senior Sister

Key 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:

This is a generic job description which covers a range of duties that a Ward Clerk

may be required to undertake.

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 ensure the availability of accurate patient records and documentation as per Trust policies and procedures.

To liaise with patients, relatives and other members of the public politely and efficiently, ensuring confidentiality and security of patient information as per Trust policy an in line with Information Governance guidance.

The nature of the post means that the post holder may be expected to work in different directorates/departments within the Trust, but would normally be attached to one area.

Special Requirements:

It is expected that any computer training required for this post must be gained within 3 months.

Key Responsibilities:

1.Receiving new patients and welcoming accompanying relatives/friends, explaining basic ward routine and answering initial questions pending Ward Manager being available.

2.Preparing identity bracelets as required, adding the #callme and labels for notes etc.

3.Making arrangements for patients discharge, including transfers to other hospitals and wards, booking transport.

4.Checking case notes, tidying and returning them to scan centre.

5.Answering several phones on the Ward in a professional manor and conveying messages to the appropriate person.

6.Photocopying, scanning and ordering paperwork required for the Ward.

7.To receive general telephone calls, recording messages and dealing with initial enquiries in a friendly professional manner and referring the call to the relevant member of staff, as appropriate.

8.To provide a reception service, gathering information and taking initial action within defined protocols to assist in resolving any queries.

9.Ensure that patient case notes are available, creating temporary notes whilst original notes are located. Maintain case notes in a tidy manner, filing results and other patient documents in accordance with Trust policy, including admission and discharge of patients. Ensure that all notes movements are tracked on PAS, including collection and return of case notes to dept.

10.To update and maintain filing systems in the ward/department to enable timely and accurate information retrieval.

11.Maintain records regarding admission/discharges/ward attender and follow up appointments prior to discharge, on clinical computerised systems.

12.To undertake other relevant clerical duties as required including: photocopying, receiving, sorting and distribution mail, basic typing, arranging repairs, stock and equipment ordering and stationery orders.

13.Facilitate the prompt collection of data by liaison with the Clinical Coding Department.

14.To arrange transport between departments and to destinations outside the hospital, as required for specimens e.g. blood sample.

15.To transfer valuables to General Office (Cashier) and appropriate documentation.

Assigned Tasks within Ward/Department:

1.To assist Ward Manager to produce correspondence i.e. thank you letters, communications with other departments, memos to staff, etc.

2.To assist with reception and comfort of relatives as requested by nursing staff.

3.Work collaboratively as part of an integrated team

4.Organise own day-to-day work tasks showing an ability to prioristie in order to achieve set timescales.

5.Ability to mke decisions and take actions within the Ward environment relating to routine enquiries, whilst receiving support and supervision.

General Responsibilities:

1.To ensure the confidentiality of all patient information and Trust business.

2.To comply with all Trust policies and procedures.

3.In accordance with the Trusts Health and Safety Policy, the postholder must take reasonable care of their own health and that of others who may be affected by their acts or omissions at work. The postholder 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.

4.To report any accident or untoward incidents and complaints.

5.To create and maintain positive working relationships with colleagues and other staff within the workplace.

6.To act always in a manner which will promote a good image of the ward/department.

7.To respond appropriately to clinical emergencies as directed by the senior officer/nurse in charge.

8.To contribute/to participate in any initiatives to improve the quality of service to patients.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths or equivalent

Experience

Essential

• Experience working within a customer/patient facing role

Desirable

• Previous Ward Clerk/Admin 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

Worcestershire Acute Hospitals NHS Trust

Address

Ward 1 and Day Surgery

Kidderminster Treatment Centre

Kidderminster

Worcestershire

DY116RJ

Employer's website

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