Ward Clerk

Job summary

Job title: Ward Clerk Responsible to: Ward Manager Responsible for: List the roles the post holder will line manage. If none describe the responsibility the post holder has for self-management; for example none, however the post holder is responsible for performing all the key responsibilities listed here with minimal supervision and for presenting themselves and their work efficiently & effectively. Basic function This is where you will describe the reason for the post existing for example to provide palliative and end of life care to the highest possible standards ensuring the health safety and wellbeing of all patients in your care and for the pastoral care of their families and or carers. Organisational context St Josephs Hospice was founded in 1905 by the Religious Sisters of Charity who retain an interest in the oversight of the Hospice. The Hospice is working to achieve Vision 2024, which has five key strands: patients, enterprise, estates, funding and fundraising, and human resources. The Hospice seeks to be an outstanding provider of palliative and end of life care. Each employee is critical to delivering and maintain those standards in accordance with the Hospices core values. Discretion to act This is the point in the document where the degree of autonomy the post holder has is described. This should be described in terms of decision-making, ability to seek outside professional advice etc. Scale and impact 1.Reception Welcome and greet new patients and visitors to the ward in a warm and courteous manner and provide initial information. Use the security cameras at ward entrance to maintain an awareness of the safety of people on the ward and security of property, reporting any concerns in a timely manner to the relevant staff members. Answer the ward telephone, transferring calls, taking and passing on accurate messages or answering queries as appropriate. Collect and distribute internal and external post, including patient mail Collect and distribute other items delivered to the ward e.g. parcels, flowers, ward stationery or equipment. Escort visiting relatives to patient rooms, and direct visitors to available quiet room, visitors room, and overnight stay room and tea/coffee facilities. Ensure visiting relatives are provided with accurate visiting leaflets and other information leaflets, as appropriate Be supportive of distressed relatives or visitors in an appropriate manner and offer hospitality as required. Provide emotional support to grieving relatives and colleagues Arrange viewings for families in St. Josephs Viewing Room Keep Patient visiting slots updated and update Hospice Reception and Ward Team with visitors schedule on a daily basis 2.Service development Ensure that all ward filing is kept up to date in accordance with GDPR regulations Accurately input data onto CrossCare, including scanning and attaching documents, updating patient information and generating standard letters. Book internal or external transport for patients being discharged or attending hospital clinic appointments. Follow up enquiries and requests for information from medical staff and to book and cancel appointments as requested. Telephone hospitals on behalf of medical staff as directed to request information or chase results Liaise with nursing staff and patients, where appropriate, to ensure Next of Kin information is captured from patients or their carers as soon as possible after admission to the ward. Inform the relevant medical secretary and liaise with them regarding relevant Notification of Death Certificates Liaise with Hackney Town Hall to provide patient death certificates and subsequently advise families on the processes and documentation that is required to register a death Arrange the provision of interpreting services for patients or their carers as requested by ward managers, Charge Nurse / Nurse in Charge or Doctor. Provide a point of communication for queries and liaise with the ward multi-disciplinary team as appropriate. Communicate with ward staff via instruction guides on how to perform specific admin tasks Email, (using the NHS secure email system) patient information to external health professionals, including information regarding the patients death or discharge. Email prescriptions, using the NHS secure email system, to relevant chemists monitoring NHS emails regularly pertaining to the team and being aware of documentation sent and received. Ensure that there is accurate and up to date information on the ward notice board and that relevant information is available and that the offices are maintained in a tidy and organised manner. Order goods and supplies from NHS suppliers as directed by ward managers, Charge or the Nurse in Charge. Monitor and maintain adequate supply of stationery and replenish stock as appropriate Liaise with the stores manager regarding the collection and exchange of items, such as syringe drivers Log tickets and liaise with Facilities Department in respect of repairs on the ward and attached rooms; cleaning etc. Log faults with regard to equipment failure with the IT or Maintenance Helpdesk Liaise with the Voluntary Services Department for the provision of volunteers to assist with light tasks for patients, such as going out to the garden or on-site café Orientate new Jr Doctors to the ward and its function, and guide them on how to complete relevant documents/ entries, both paper and on CrossCare, to ensure the smooth running of the ward, ensuring medical documents is up to date and in stock Orientate Compassionate Neighbours, Namaste & all volunteers to the ward and its procedures Train bank/ new ward clerks in ward tasks Ensure the display of appropriate and up to date notices on the Ward Notice Boards in agreement with the Ward Manager Charge or Lead Nurse. Maintain filing in both paper and electronic records, ensuring that it is kept up to date at all times. Maintain a close eye on PID cabinets to ensure all patient information is disposed of correctly and securely Ensure good customer service by Maintain and ensure the good working order of the printer and reporting any faults to the engineer Attend relevant Ward and Administration Team Meetings Liaising with reception/switchboard regularly with updates on visiting, essential car park requests, ambulance pickups and engaging with bereaved relatives. 3.Patient Admissions and Discharges Prepare Admission packs and print labels for each patient Monitor Respite Planner and liaise with the ward manager to provide updates regarding respite patients if applicable, arrange patient transport for discharges where necessary. Book taxis, as required, for staff, patients and their relatives, as required, including for discharges Review and keep CrossCare EPR up to date regarding patient admission and discharge details Book complementary therapies appointments for ward patients and keep the therapies team up to date with patient status Monitor the specimens fridge to ensure it is maintained and relevant documents pertaining to specimens transfer are up to date and available Guide the specimens couriers to allocated area to ensure smooth collection of ward specimens Liaising with the Discharge Facilitator regarding the discharge process in order to ensure a smooth discharge for patients 4.Priority Duties These duties must be covered at all times and override other tasks. All staff in Inpatient and Community Services Hub will participate in these duties during planned and unplanned absences. Administration around admissions, discharges and deaths CrossCare Scanning and uploading documents onto CrossCare Tracking files on CrossCare Preparing paperwork for death certificates and liaising with Town Hall Covering inpatient reception on remaining wards, as required 5.Line management support For example, provide regular reliable line management support sufficient to enable staff to give their best and develop their potential as fully as possible. 6.Strategic planning and development Personal development Identify your own learning and development needs in order to meet the key requirements of the post. Take responsibility for linking your own development needs with the Hospice appraisal and objective setting process. Take responsibility for your own continuing development by undertaking specific areas of work/projects to develop new skills. Take responsibility for your own professional development, including keeping up-to-date with relevant professional and other developments in HR at local and national levels Engage in supervision to support your personal and professional development. Equality, diversity and inclusion Comply with and promote St Josephs Hospice Equal Opportunity Policy and avoid any behaviour, which discriminates against colleagues, potential employees, patients/clients or their families on the grounds of sex, marital status, race, age, belief, colour, nationality, ethnic or national origins, religion, disability, creed, class, gender, sexual orientation. Mission & core values All Hospice staff are expected to work in line with St Josephs Mission & Core Values as these precepts act as a value base which directly influence how all work activities are undertaken. The ethos of the Hospice should be apparent in the behaviours and attitudes of all employees as the work they undertake, whether it is direct or indirect, care is ultimately for the benefit of patients. The Mission and Core Values are an integral part of all job descriptions, the probationary period and performance and development reviews. (Full details attached). Environment and sustainability Comply with and promote the Hospices environmental policies, which stem from our core values. Promote environmentally sustainable practice and development and avoid any behaviour, which undermines environmentally sustainable practice and development throughout the Hospice services and departments. Health, safety and welfare Ensure a safe working environment and be aware of responsibilities under the Health and Safety at Work Act, taking appropriate action in the event of an accident to patients, staff, self or any other person in the work area. St Josephs Hospice operates a no smoking policy.

Main duties of the job

Job title: Ward Clerk Responsible to: Ward Manager Responsible for: List the roles the post holder will line manage. If none describe the responsibility the post holder has for self-management; for example none, however the post holder is responsible for performing all the key responsibilities listed here with minimal supervision and for presenting themselves and their work efficiently & effectively Basic function This is where you will describe the reason for the post existing for example to provide palliative and end of life care to the highest possible standards ensuring the health safety and wellbeing of all patients in your care and for the pastoral care of their families and or carers. Organisational context St Josephs Hospice was founded in 1905 by the Religious Sisters of Charity who retain an interest in the oversight of the Hospice. The Hospice is working to achieve Vision 2024, which has five key strands: patients, enterprise, estates, funding and fundraising, and human resources. The Hospice seeks to be an outstanding provider of palliative and end of life care. Each employee is critical to delivering and maintain those standards in accordance with the Hospices core values. Discretion to act This is the point in the document where the degree of autonomy the post holder has is described. This should be described in terms of decision-making, ability to seek outside professional advice etc. Scale and impact 1.Reception Welcome and greet new patients and visitors to the ward in a warm and courteous manner and provide initial information. Use the security cameras at ward entrance to maintain an awareness of the safety of people on the ward and security of property, reporting any concerns in a timely manner to the relevant staff members. Answer the ward telephone, transferring calls, taking and passing on accurate messages or answering queries as appropriate. Collect and distribute internal and external post, including patient mail Collect and distribute other items delivered to the ward e.g. parcels, flowers, ward stationery or equipment. Escort visiting relatives to patient rooms, and direct visitors to available quiet room, visitors room, and overnight stay room and tea/coffee facilities. Ensure visiting relatives are provided with accurate visiting leaflets and other information leaflets, as appropriate Be supportive of distressed relatives or visitors in an appropriate manner and offer hospitality as required. Provide emotional support to grieving relatives and colleagues Arrange viewings for families in St. Josephs Viewing Room Keep Patient visiting slots updated and update Hospice Reception and Ward Team with visitors schedule on a daily basis 2.Service development Ensure that all ward filing is kept up to date in accordance with GDPR regulations Accurately input data onto CrossCare, including scanning and attaching documents, updating patient information and generating standard letters. Book internal or external transport for patients being discharged or attending hospital clinic appointments. Follow up enquiries and requests for information from medical staff and to book and cancel appointments as requested. Telephone hospitals on behalf of medical staff as directed to request information or chase results Liaise with nursing staff and patients, where appropriate, to ensure Next of Kin information is captured from patients or their carers as soon as possible after admission to the ward. Inform the relevant medical secretary and liaise with them regarding relevant Notification of Death Certificates Liaise with Hackney Town Hall to provide patient death certificates and subsequently advise families on the processes and documentation that is required to register a death Arrange the provision of interpreting services for patients or their carers as requested by ward managers, Charge Nurse / Nurse in Charge or Doctor. Provide a point of communication for queries and liaise with the ward multi-disciplinary team as appropriate. Communicate with ward staff via instruction guides on how to perform specific admin tasks Email, (using the NHS secure email system) patient information to external health professionals, including information regarding the patients death or discharge. Email prescriptions, using the NHS secure email system, to relevant chemists monitoring NHS emails regularly pertaining to the team and being aware of documentation sent and received. Ensure that there is accurate and up to date information on the ward notice board and that relevant information is available and that the offices are maintained in a tidy and organised manner. Order goods and supplies from NHS suppliers as directed by ward managers, Charge or the Nurse in Charge. Monitor and maintain adequate supply of stationery and replenish stock as appropriate Liaise with the stores manager regarding the collection and exchange of items, such as syringe drivers Log tickets and liaise with Facilities Department in respect of repairs on the ward and attached rooms; cleaning etc. Log faults with regard to equipment failure with the IT or Maintenance Helpdesk Liaise with the Voluntary Services Department for the provision of volunteers to assist with light tasks for patients, such as going out to the garden or on-site café Orientate new Jr Doctors to the ward and its function, and guide them on how to complete relevant documents/ entries, both paper and on CrossCare, to ensure the smooth running of the ward, ensuring medical documents is up to date and in stock Orientate Compassionate Neighbours, Namaste & all volunteers to the ward and its procedures Train bank/ new ward clerks in ward tasks Ensure the display of appropriate and up to date notices on the Ward Notice Boards in agreement with the Ward Manager Charge or Lead Nurse. Maintain filing in both paper and electronic records, ensuring that it is kept up to date at all times. Maintain a close eye on PID cabinets to ensure all patient information is disposed of correctly and securely Ensure good customer service by Maintain and ensure the good working order of the printer and reporting any faults to the engineer Attend relevant Ward and Administration Team Meetings Liaising with reception/switchboard regularly with updates on visiting, essential car park requests, ambulance pickups and engaging with bereaved relatives. 3.Patient Admissions and Discharges Prepare Admission packs and print labels for each patient Monitor Respite Planner and liaise with the ward manager to provide updates regarding respite patients if applicable, arrange patient transport for discharges where necessary. Book taxis, as required, for staff, patients and their relatives, as required, including for discharges Review and keep CrossCare EPR up to date regarding patient admission and discharge details Book complementary therapies appointments for ward patients and keep the therapies team up to date with patient status Monitor the specimens fridge to ensure it is maintained and relevant documents pertaining to specimens transfer are up to date and available Guide the specimens couriers to allocated area to ensure smooth collection of ward specimens Liaising with the Discharge Facilitator regarding the discharge process in order to ensure a smooth discharge for patients 4.Priority Duties These duties must be covered at all times and override other tasks. All staff in Inpatient and Community Services Hub will participate in these duties during planned and unplanned absences. Administration around admissions, discharges and deaths CrossCare Scanning and uploading documents onto CrossCare Tracking files on CrossCare Preparing paperwork for death certificates and liaising with Town Hall Covering inpatient reception on remaining wards, as required 5.Line management support For example, provide regular reliable line management support sufficient to enable staff to give their best and develop their potential as fully as possible. 6.Strategic planning and development Personal development Identify your own learning and development needs in order to meet the key requirements of the post. Take responsibility for linking your own development needs with the Hospice appraisal and objective setting process. Take responsibility for your own continuing development by undertaking specific areas of work/projects to develop new skills. Take responsibility for your own professional development, including keeping up-to-date with relevant professional and other developments in HR at local and national levels Engage in supervision to support your personal and professional development. Equality, diversity and inclusion Comply with and promote St Josephs Hospice Equal Opportunity Policy and avoid any behaviour, which discriminates against colleagues, potential employees, patients/clients or their families on the grounds of sex, marital status, race, age, belief, colour, nationality, ethnic or national origins, religion, disability, creed, class, gender, sexual orientation. Mission & core values All Hospice staff are expected to work in line with St Josephs Mission & Core Values as these precepts act as a value base which directly influence how all work activities are undertaken. The ethos of the Hospice should be apparent in the behaviours and attitudes of all employees as the work they undertake, whether it is direct or indirect, care is ultimately for the benefit of patients. The Mission and Core Values are an integral part of all job descriptions, the probationary period and performance and development reviews. (Full details attached). Environment and sustainability Comply with and promote the Hospices environmental policies, which stem from our core values. Promote environmentally sustainable practice and development and avoid any behaviour, which undermines environmentally sustainable practice and development throughout the Hospice services and departments. Health, safety and welfare Ensure a safe working environment and be aware of responsibilities under the Health and Safety at Work Act, taking appropriate action in the event of an accident to patients, staff, self or any other person in the work area. St Josephs Hospice operates a no smoking policy.

About us

Health, safety and welfare Ensure a safe working environment and be aware of responsibilities under the Health and Safety at Work Act, taking appropriate action in the event of an accident to patients, staff, self or any other person in the work area. St Josephs Hospice operates a no smoking policy.