Ward Clerk

Job overview

To provide a clerical service to the Ward and assist the Midwifery staff in the reception of pregnant women, mothers, babies and visitors to the ward.

To work in collaboration with staff in other areas of the directorate and Trust to facilitate a streamline service for the patient.

Provide and deliver a high standard of a full clerical service to the ward using a varied range of work procedures, many of which are non-routine, requiring a level of theoretical knowledge.

Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.

Main duties of the job

• Deal with enquiries, including telephone enquiries in conjunction with and under the direction Clinical / nursing staff.
• Maintain Hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
• Entering admissions and discharges on iPM, including ward transfers, clinical transfers and speciality transfers and updating patient information where necessary.
• Be able to review community referrals and action them, by recording on IPM and making sure all relevant procedures or treatments are coded
• Ensure paperwork that needs to be retained is done so (electronically and or physically) and is disposed of confidentially after the retention period is over
• Ensuring that the bed state is kept up to date on iPM and Salus
• Commence paperwork as appropriate on patient’s admission ie new front sheets and labels
• File reports, ensuring they have firstly been seen and initialled/actioned if necessary, by Medical/Nursing staff.
• Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes from other departments using computerised tracing system
• Tracing of notes in and out of ward using the computerised tracing system

Detailed job description and main responsibilities

• Deal with enquiries, including telephone enquiries in conjunction with and under the direction Clinical / nursing staff.
• Maintain Hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
• Entering admissions and discharges on iPM, including ward transfers, clinical transfers and speciality transfers and updating patient information where necessary.
• Be able to review community referrals and action them, by recording on IPM and making sure all relevant procedures or treatments are coded
• Ensure paperwork that needs to be retained is done so (electronically and or physically) and is disposed of confidentially after the retention period is over
• Ensuring that the bed state is kept up to date on iPM and Salus
• Commence paperwork as appropriate on patient’s admission ie new front sheets and labels
• File reports, ensuring they have firstly been seen and initialled/actioned if necessary, by Medical/Nursing staff.
• Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes from other departments using computerised tracing system
• Tracing of notes in and out of ward using the computerised tracing system
• Liaising with other departments and secretaries regarding referrals, appointments, and investigations to be arranged and booking transport as required and updating iPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post). For further details please see enclosed JD and PS