Ward Clerk

Job overview

Key responsibilities include reception duties, preparing and organising patient documentation, supporting patient flow, updating information on EPIC, and liaising with internal departments to ensure timely communication. The role requires excellent communication, customer service, organisational and IT skills, along with the ability to prioritise a varied workload. Previous experience in hospital or medical administration is desirable, though full training will be provided. This is an excellent opportunity for a motivated and caring individual to join a dynamic, supportive team and contribute to the delivery of high‑quality haematology services.

Main duties of the job

To be responsible for the administrative organisation and smooth running of the wards as detailed on the work programme, including the pulling and preparation of notes, the accurate recording/inputting of data related to the clinic and patient demographic details.

To conduct the business of the reception desk/area quietly and calmly; communicating effectively with patients, nursing, medical and other staff to promote the best environment for the efficient running of the clinic.

Where relevant to the service to provide an efficient and responsive service ensuring the Two Week Wait Cancer Initiative is adhered to.

Detailed job description and main responsibilities

Patient Records Management

• To update and maintain accurate complete patient data on the computer based system (EPIC) and medical records.
• To conduct quality audits as requested by the medical team.
• To enter and retrieve data from all current Trust computer systems in place (EPIC) to acceptable data quality standards.
• To ensure that all GP summaries are mailed within 24 hours of patient discharge.
• To record/update/retrieve data using EPIC computer systems and any new systems as they are introduced, to acceptable data quality standards.  To record data using any manual systems in place.
• To record/update/retrieve data using EPIC computer systems and any new systems as they are introduced, to acceptable data quality standards.  To record data using any manual systems in place.
• To work as a member of the Inpatients clerical team. Whilst the post holder will be based in an agreed area they may be expected to cover work within other areas of the Care Group as service demand dictates.
• To record/update/retrieve data using EPIC computer systems and any new systems as they are introduced, to acceptable data quality standards.  To record data using any manual systems in place.

Patient Care/Patient LiaisonTo welcome patients and their relatives/visitors onto the unit, ensuring that security and infection control measures that are in place are adhered to.

• To liaise reception in clinics including, booking follow up appointments, keeping patients informed of any delays to their appointment and maintaining accurate records of patient attendance, departure time, appointment outcome and ensuring patient’s personal details are up to date.
• To answer ward telephone enquires promptly, efficiently and politely, resolving local issues and referring on to other relevant staff as appropriate.
• To ensure that the reception desk and waiting areas are maintained in a presentable manner.
• To deal with patient and staff enquiries clearly, by phone and in person,   promptly, efficiently and politely, resolving local issues and relaying messages where necessary.
• To observe and maintain the confidentiality of patient records and staff information.
• To liaise with the ward manager/nurse in charge to ensure that they are aware of any potential problems with in the ward.
• Send and receive data information adhering to data protection policies.
• To book out-patient appointments and transport for patient. To print off Booked Admission referrals as required.
• To ensure “How we are Doing Surveys” are completed during patient’s transfer and discharge.
• To liaise with medical, nursing, midwifery and other staff as required.
• Where relevant to the service to ensure all Two Week Wait patients are issued with an appropriate appointment, and that this information is then either faxed or phoned through to the Two Week Wait office within the appropriate time scales (Haem outpatient ward clerk only)

Administrative

• To open and distribute mail, forwarding letters to patients who have already been discharged.
• To provide cover of other haematology clinical areas on an ad hoc basis as required in the event of annual leave, sickness etc.
• To help with the training of new members of staff as appropriate.
• Order stationary supplies for the ward and keep track of the progress of these orders through the use of (KFM, )materials management ordering systems.
• To assist in the maintenance of the environment (reporting maintenance issues) and filing system of hospital records held within the clinic area and to undertake any audits that are required

General

• The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
• To observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
• We want to be an organisation where everyone shares a commitment to delivering the very best care and feels like their contribution is valuable and valued.