Job summary
Oppurtunity arised for one part time Ward Clerk role in Same Day Emergency Care Department,department within Urgent and emergency care Division
Main duties of the job
- The post holder will be part of a multi-disciplinary team.
- They will be the first point of contact for visitors, patients and other staff of all disciplines and will provide a comprehensive range of clerical functions to support the ward team in delivering a high quality service to patients and to ensure the smooth running of the department.
- The post holder will act as liaison between the clinical team, the patient and next of kin and other third parties when necessary.
- The post holder will predominantly be using NHS IT systems, including the Trust patient information system.
About us
The Queen Elizabeth Hospital (QEH) King's Lynn is West Norfolk has a superb unspoilt coastline with pretty villages, all with their own individual charm. The medieval port of King's Lynn has some very interesting architecture.
We provide a comprehensive range of specialist and general acute services to around 331,000 people across West and North Norfolk, in addition to parts of Breckland, Cambridgeshire and South Lincolnshire. We have more than 4,000 staff and volunteers and approximately 500 beds on a single site. Some specialist services and clinics are provided in community facilities, such as the North Cambridgeshire hospital in Wisbech. We work in partnership with neighbouring hospitals for the provision of tertiary services.
In February 2022 the QEH the Care Quality Commission rated the Trust as 'Good' in all of the core services they inspected, and recommended the Trust moves out of the recovery support system (formerly special measures).
Job description
Job responsibilities
- Ensure the health records and any correspondence regarding the patients elective admission is prepared with all necessary documentation available for the patients arrival.
- Welcome and receive patients admitted to the department.
- Responsible for ensuring that each patients demographic information is correct at admission and where necessary update the Patient Master Index within the Patient Centre PAS accordingly.
- Admit to patient centre on the day of surgery.
- Collect and transfer notes to/from other departments, and record accurately on patient centre.
- Print wristbands and prepare notes for the following day.
- Send appointment requests.
- Undertake deliveries and collections of the following:
- Health records will need to be collected from and delivered to Clinical Coding; the Health Records Library; other wards and departments.
- Undertake further non-specific errands as appropriately assigned by the ward manager.
- Ensuring that health records are correctly and timely tracked within PAS and that subsequent to activity within the ward health records are returned to the cupboard or trolley within the ward that the patient is present. It is further the duty of the ward clerk to police the application of the tracking rules to health records retained within the ward and those that are being removed.
- Responsible for updating the Patient Centre PAS with all admission, discharge and transfer activity that had not been input since the last duty shift and ensure that real time activity is also input during the hours of attendance for the current duty shift.
- Ensure that patients are allocated to the appropriate consultant.
- Similarly the trolley with the health records should have the correct patient health records within transferred to the medical records library.
- Welcoming and receiving Ward Attenders (ie ward clinics).
- Observe the relevant health record files and ensure that the PMI PAS demographic details are correct on each.
- Ensure that there are sufficient labels (with the correct details) within the file.
- Record the patients attendance within Patient Centre
- Ensure that all relevant documentation is secured within each patients file in the appropriate order.
- The above must be completed in real time
- With reference to the keys provided, code ward (clinic) attenders with a procedure and/or outcome code.
- Where necessary follow PAS protocol for establishing if a patient is not known to the Trust and allocate a new registration number and file accordingly.
- Responsible for checking that each Theatre list will have sufficient beds and where this is not the case liaise with the Booking Managers to resolve the matter. Where necessary make contact with patients or their carers/parents etc to cancel expected admission and notify of alternative date or advise on order of priority and the likelihood of the timing of the procedure/treatment.
- Contact with patients relatives/partners/spouses.
- When requested by ward staff, liaise with the patients relatives/partners/spouses in relation to patient arrangements.
- Whether contacted by authorised relatives/partners/spouses or instructed by nursing staff, to make contact with them as appropriate.
- When necessary, request Porter Services via the Teletracking system, ie for transportation of blood samples, patients in beds and wheel chairs etc.
- Responsible for the opening and dissemination of the wards mail involving:
- Ensuring that clinical results are placed within the appropriate section of the patients file as soon as possible with the relevant marker and discern that where certain types of results (that are likely to have a greater impact with the patients pathway) require attention from the clinician and signing by the clinician before filing that they are brought to the clinicians attention as soon as possible.
- For all other mail ensure it is brought to the attention of the ward manager.
- Administrate the provision and maintenance of health record files:
- Locate and retrieve relevant health record files required by any ward based professional in order that complaints may be properly investigated.
- Where necessary replace damaged files with new ones taking care to correctly file and secure the contents and transfer alert markers accordingly.
- Update the Case Note Tracking module within Patient Centre to reflect file updates such as additional files and the location/borrower they may be tracked to.
- As requested photocopy health records for patients transferred to other hospitals and specified documents required for audit purposes.
- Answer the reception telephone and ensure that enquiries are dealt with efficiently and politely and with minimal distraction for the clinical team. Messages should be passed on to the relevant member of the team and administrative requests dealt with as soon as possible.
- Patients valuables and money i.e. transfer donations to the Nurse or Ward fund from the ward safe to the Finance department.
- Booking transport as instructed for patient transportation to other locations including other hospitals; nursing homes/residential accommodation; clinical appointments/eg on-going treatments etc and private homes.
- Booking Appointments in this and other hospitals for consultations and procedures/ treatments as instructed by the clinical team. Where necessary liaise with respective booking staff within other hospitals for block booking of more complex treatments and coordinate with existing local treatment arrangements.
- Ensure that the wards confidential waste bin is emptied when full.
- Maintain supplies for the ward, i.e.:
- Responsible for maintaining ward stock of all stationery (including nursing and medical forms) and ordering fresh supplies via the Powergate system when necessary.
- As instructed, seek to obtain costs from the Purchasing and Supplies department for specialist dressings and ordering medical equipment as instructed etc.
- Report faults as they occur such as with PCs, phones, photocopiers with the ICT Service Desk and keys, lighting, signs, general damage etc via the Estates service desk.
- Provide training for new ward clerks /locum ward clerks by demonstrating own activities and processes and assist management with the induction and orientation of new staff.
- Assist in the collection of data for audits in relation to performance of National Targets.
- The post holder must at all times carry out his/her responsibilities with due regard to the Trusts Equal Opportunities Policy.
- To be aware of the responsibility of all employees to maintain a safe and healthy environment for patients, visitors and staff and attend all relevant health and safety training.
- To ensure that all duties are carried out to the highest possible standard in a professional manner.
Job description
Job responsibilities
- Ensure the health records and any correspondence regarding the patients elective admission is prepared with all necessary documentation available for the patients arrival.
- Welcome and receive patients admitted to the department.
- Responsible for ensuring that each patients demographic information is correct at admission and where necessary update the Patient Master Index within the Patient Centre PAS accordingly.
- Admit to patient centre on the day of surgery.
- Collect and transfer notes to/from other departments, and record accurately on patient centre.
- Print wristbands and prepare notes for the following day.
- Send appointment requests.
- Undertake deliveries and collections of the following:
- Health records will need to be collected from and delivered to Clinical Coding; the Health Records Library; other wards and departments.
- Undertake further non-specific errands as appropriately assigned by the ward manager.
- Ensuring that health records are correctly and timely tracked within PAS and that subsequent to activity within the ward health records are returned to the cupboard or trolley within the ward that the patient is present. It is further the duty of the ward clerk to police the application of the tracking rules to health records retained within the ward and those that are being removed.
- Responsible for updating the Patient Centre PAS with all admission, discharge and transfer activity that had not been input since the last duty shift and ensure that real time activity is also input during the hours of attendance for the current duty shift.
- Ensure that patients are allocated to the appropriate consultant.
- Similarly the trolley with the health records should have the correct patient health records within transferred to the medical records library.
- Welcoming and receiving Ward Attenders (ie ward clinics).
- Observe the relevant health record files and ensure that the PMI PAS demographic details are correct on each.
- Ensure that there are sufficient labels (with the correct details) within the file.
- Record the patients attendance within Patient Centre
- Ensure that all relevant documentation is secured within each patients file in the appropriate order.
- The above must be completed in real time
- With reference to the keys provided, code ward (clinic) attenders with a procedure and/or outcome code.
- Where necessary follow PAS protocol for establishing if a patient is not known to the Trust and allocate a new registration number and file accordingly.
- Responsible for checking that each Theatre list will have sufficient beds and where this is not the case liaise with the Booking Managers to resolve the matter. Where necessary make contact with patients or their carers/parents etc to cancel expected admission and notify of alternative date or advise on order of priority and the likelihood of the timing of the procedure/treatment.
- Contact with patients relatives/partners/spouses.
- When requested by ward staff, liaise with the patients relatives/partners/spouses in relation to patient arrangements.
- Whether contacted by authorised relatives/partners/spouses or instructed by nursing staff, to make contact with them as appropriate.
- When necessary, request Porter Services via the Teletracking system, ie for transportation of blood samples, patients in beds and wheel chairs etc.
- Responsible for the opening and dissemination of the wards mail involving:
- Ensuring that clinical results are placed within the appropriate section of the patients file as soon as possible with the relevant marker and discern that where certain types of results (that are likely to have a greater impact with the patients pathway) require attention from the clinician and signing by the clinician before filing that they are brought to the clinicians attention as soon as possible.
- For all other mail ensure it is brought to the attention of the ward manager.
- Administrate the provision and maintenance of health record files:
- Locate and retrieve relevant health record files required by any ward based professional in order that complaints may be properly investigated.
- Where necessary replace damaged files with new ones taking care to correctly file and secure the contents and transfer alert markers accordingly.
- Update the Case Note Tracking module within Patient Centre to reflect file updates such as additional files and the location/borrower they may be tracked to.
- As requested photocopy health records for patients transferred to other hospitals and specified documents required for audit purposes.
- Answer the reception telephone and ensure that enquiries are dealt with efficiently and politely and with minimal distraction for the clinical team. Messages should be passed on to the relevant member of the team and administrative requests dealt with as soon as possible.
- Patients valuables and money i.e. transfer donations to the Nurse or Ward fund from the ward safe to the Finance department.
- Booking transport as instructed for patient transportation to other locations including other hospitals; nursing homes/residential accommodation; clinical appointments/eg on-going treatments etc and private homes.
- Booking Appointments in this and other hospitals for consultations and procedures/ treatments as instructed by the clinical team. Where necessary liaise with respective booking staff within other hospitals for block booking of more complex treatments and coordinate with existing local treatment arrangements.
- Ensure that the wards confidential waste bin is emptied when full.
- Maintain supplies for the ward, i.e.:
- Responsible for maintaining ward stock of all stationery (including nursing and medical forms) and ordering fresh supplies via the Powergate system when necessary.
- As instructed, seek to obtain costs from the Purchasing and Supplies department for specialist dressings and ordering medical equipment as instructed etc.
- Report faults as they occur such as with PCs, phones, photocopiers with the ICT Service Desk and keys, lighting, signs, general damage etc via the Estates service desk.
- Provide training for new ward clerks /locum ward clerks by demonstrating own activities and processes and assist management with the induction and orientation of new staff.
- Assist in the collection of data for audits in relation to performance of National Targets.
- The post holder must at all times carry out his/her responsibilities with due regard to the Trusts Equal Opportunities Policy.
- To be aware of the responsibility of all employees to maintain a safe and healthy environment for patients, visitors and staff and attend all relevant health and safety training.
- To ensure that all duties are carried out to the highest possible standard in a professional manner.
Person Specification
Qualifications
Essential
- Good standard of numeracy and literacy.
Desirable
- GCSE English and Maths minimum grade C or equivalent
Experience
Essential
- To have previously worked effectively within a team.
- To have worked within a customer facing service.
- To have received customers either in person or over the telephone.
Desirable
- To have worked with filing procedures
- To have worked with a patient administration system
- To have previously worked within a multi-disciplinary team
Skills
Essential
- To have the ability to prioritise and through your own initiative work autonomously within the boundaries of the role.
- To be methodical and well organised.
- Demonstrate keyboard dexterity.
- To understand the basic principles of confidentiality.
Desirable
- To have a basic knowledge of Information Governance.
- To have experience of dealing with challenging behaviour.
Person Specification
Qualifications
Essential
- Good standard of numeracy and literacy.
Desirable
- GCSE English and Maths minimum grade C or equivalent
Experience
Essential
- To have previously worked effectively within a team.
- To have worked within a customer facing service.
- To have received customers either in person or over the telephone.
Desirable
- To have worked with filing procedures
- To have worked with a patient administration system
- To have previously worked within a multi-disciplinary team
Skills
Essential
- To have the ability to prioritise and through your own initiative work autonomously within the boundaries of the role.
- To be methodical and well organised.
- Demonstrate keyboard dexterity.
- To understand the basic principles of confidentiality.
Desirable
- To have a basic knowledge of Information Governance.
- To have experience of dealing with challenging behaviour.
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.
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