Ward Clerk - Critical Care Unit Harefield

Job overview

We are looking for a courteous and motivated person to join our friendly team in Critical Care for 15 hours per week, to ensure 7 days/week ward clerk coverage. The successful candidate will work closely with the critical care team to facilitate the smooth running of the ward.

The post holder will work as an integral part of the critical care team.

The Ward Clerk is an integral member of the Critical Care team, providing administrative and clerical support that contributes to the effective day-to-day running of the unit and supports the patient journey.

The post holder will frequently be a first point of contact for patients' relatives and visitors and must therefore demonstrate professionalism, compassion and sensitivity, recognising that families attending Critical Care may be experiencing significant anxiety, distress or bereavement.

Main duties of the job

The Critical Care Inpatient Ward Clerk role consists of three principal components:

i. Direct and comprehensive Critical Care administration

Accurate inputting, updating and maintenance of electronic patient information using the EPIC and other relevant Critical Care or Trust systems. The post holder will support the accurate and timely administration of patient admissions, transfers and discharges and contribute to maintaining an accurate and up-to-date Critical Care bed state.

ii. Patient record and documentation management

Support the effective management of patient records and documentation, including electronic and, where applicable, paper records, ensuring that information is appropriately maintained, available and handled in accordance with Trust policies and information governance requirements.

iii. General clerical and administrative support

Provide comprehensive clerical and administrative support to the Critical Care clinical team to support the patient journey and efficient functioning of the unit. The post holder will act as an important point of contact for relatives, visitors, members of the multidisciplinary team and other hospital departments.

The post holder will be required to work flexibly, use initiative within the boundaries of the role and prioritise workload appropriately in response to the changing demands of a busy Critical Care environment.

Detailed job description and main responsibilities

The duties and responsibilities below are representative of the Critical Care Inpatient Ward Administrator role and are not exhaustive. The post holder may be required to undertake additional or alternative administrative duties commensurate with the level of the post to support the effective functioning of Critical Care.

Patient Administration and Patient Flow

• Ensure that relevant electronic patient information systems are maintained accurately and as close to a live Critical Care bed state as practicable.
• Ensure patient admissions, discharges and transfers are recorded accurately and in a timely manner.
• Check and update patient demographic information as required.
• Ensure the correct responsible clinician, specialty, admission source and discharge/transfer destination are recorded.
• Support administrative processes associated with emergency, elective and inter-hospital admissions to Critical Care.
• Support the administrative aspects of transfers from Critical Care to other wards, hospitals or healthcare providers.
• Liaise with nursing staff, medical teams, Patient Flow and other departments as appropriate to support timely patient movement.
• Identify and escalate discrepancies or administrative issues that may affect the accuracy of the bed state or patient pathway.

Electronic Patient Information and IT Systems

• Maintain accurate patient information on EPIC and other relevant Trust or Critical Care systems.
• Undertake data entry accurately and promptly.
• Support staff in resolving straightforward administrative system queries within the scope of the role and escalate issues appropriately.
• Liaise with IT support services where required and support the dissemination of relevant system information to staff.
• Maintain awareness of data quality and highlight discrepancies appropriately.

Patient Records and Documentation

• Support the maintenance and organisation of electronic and paper patient records where applicable.
• Ensure documentation is filed, scanned, stored or transferred appropriately in accordance with Trust procedures.
• Ensure patient records and documentation are appropriately managed following transfer or discharge.
• Maintain confidentiality and security of all patient-identifiable information.

Clerical Support to Critical Care

• Provide general administrative and clerical support to the Critical Care nursing, medical and multidisciplinary teams.
• Answer telephone calls and appropriately manage internal and external enquiries.
• Accurately record and communicate messages, recognising and escalating urgent matters appropriately.
• Undertake general correspondence, photocopying, scanning, filing and other clerical activities as required.
• Support the provision and maintenance of appropriate patient and relative information.
• Assist with arranging appointments, transport and other administrative aspects of the patient's pathway where required.
• Liaise with other wards, departments and external healthcare organisations as appropriate.
• Report maintenance problems through the appropriate Trust systems.
• Monitor and order stationery and other agreed ward supplies in accordance with local processes.
• Liaise with relevant departments regarding stock and additional or urgent orders where appropriate.
• Support clinicians and other members of the multidisciplinary team with administrative requests commensurate with the Band 3 role.

Relatives and Visitors

• Receive and welcome relatives and visitors to Critical Care in a professional, compassionate and courteous manner.
• Act as an initial point of contact and appropriately direct relatives and visitors to the relevant member of the clinical team.
• Respond to general enquiries within the scope of the role while maintaining patient confidentiality at all times.
• Recognise that relatives attending Critical Care may be anxious, distressed or bereaved and communicate sensitively and respectfully.
• Recognise when an enquiry or situation requires clinical input and promptly refer the individual to an appropriate nurse or other member of the clinical team.
• Support practical arrangements for relatives, including information regarding accommodation, parking and hospital facilities where appropriate.
• Maintain clear professional boundaries and do not provide clinical information or advice outside the scope of the role.

General Administrative Responsibilities

• Assist team members with additional administrative duties as required to support the smooth running of Critical Care.
• Attend relevant training, departmental meetings and team briefings.
• Participate in relevant audits and data collection as requested.
• Work flexibly according to the needs of the service and agreed working arrangements.
• Contribute to identifying opportunities to improve administrative processes and patient experience within Critical Care.

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.