Ward Clerk

Job overview

We are looking to recruit  both full-time and part-time  band 3 Ward Clerks to work closely with the clinical staff and Ward Managers on a number of  our AGM wards.

The purpose of this role is to provide an efficient and high standard of clerical service to the wards; to ensure that a welcoming and professional greeting  is provided to patients and visitors; to ensure the smooth running of the admission and discharge process for patients on the wards and to ensure accurate and timely completion of unit databases.

Main duties of the job

The role  of a ward clerk is to provide varied administrative support for the ward. Acting as a first point of contact in person or on the telephone for patients, relatives and visiting staff, welcoming them to the ward and dealing with any queries. Ensuring the electronic records for the patients are updated and dealing with any paperwork for their admission and discharge.

Full training for this post will be given.

The role of a ward clerk lends itself to individuals  who like to use their  initiative, those who enjoy working within a varied working  environment and who thrive supporting and helping others. It is an  exciting and busy  role and would suit anyone with good hospital administration experience, can work to tight deadlines, has excellent customer service skills and can offer first class support to the team they will be working closely with.

Detailed job description and main responsibilities

The purpose of this role is to provide an efficient and high standard of clerical service to the ward; to ensure that a welcoming and professional greeting service is provided to patients and visitors; to ensure the smooth running of the admission and discharge process for patients on the ward and to ensure accurate and timely completion of unit databases.

RESPONSIBILITIES

• Act as a first point of contact in person or on the telephone for patients, relatives and visiting staff, welcoming them to the ward and dealing with any queries, including those relating to admission, discharge, visiting times, claiming expenses, accommodation, insurance and parking.
• Assist patients who may wish to claim expenses.
• Book and track medical records. Maintaining an organised and up-to-date filing system of notes using the ward trolley, ensuring that all medical records are in order before leaving the ward.
• Liaise with other departments/hospitals to obtain medical records images and results for authorised users. File reports in the medical record.
• Undertake other admin duties including managing post, filing, photocopying and ordering or stationary to ensure the smooth running of the ward.
• Ensure all patient records are correct. Collect personal and confidential information from patients or relatives in order to complete the admissions process including assignment to correct consultant; and ensure patient admissions, discharges and transfers are recorded in a timely manner on the patient administration system. Ensure adherence with the Data Protection Act and Trust procedures in respect of confidentiality and the patient record.
• Ensure that information on overseas patients is entered accurately onto EPR and communicated to the Overseas team, to ensure appropriate charges are processed.
• Support the ward staff with arranging discharges, liaising with all necessary teams and coordinating patient transport as appropriate. Ensure that follow-up appointments are booked if required.
• Monitor that discharge letters are completed before patients leave the ward. Report weekly to duty consultant any that are not done within 24 hours of discharge.
• Ensure that transport for any discharges is booked at least 24 hours an advance. Be a ward ‘expert’ for transport booking ensuring that the nursing staff are able to book and check journeys.
• Undertake surveys/audits as requested by the Ward Manager.
• Provide cover for other ward clerks during periods of leave and absence.
• To participate in the induction and training of new members of staff within the team
• Liaise closely with the coordinator of each shift with regards to admissions and discharges.
• Liaise with other departments in relation to inpatient appointment bookings and follow ups.
• Liaising with the coders to ensure all coding of discharged patients is completed.
• Distribute and direct mail as required.