Ward Clerk

Job overview

Job Purpose

To assist the Ward Sister/Charge Nurse with general ward administration/clerical duties to ensure the smooth running of the ward as required.

Key Result Areas & performance

1. Reception Area

First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.

To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations.

Patient confidentiality should be maintained at all times.

To register patient details on Cerner ensuring a high level of data accuracy.

To admit and discharge on Cerner and on EPRS

To deal with written and telephone enquiries for the wards as appropriate.

To book follow up appointments as required

To participate in administration duties such as the answer phone, cancellation emails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.

Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.

Provide cover for colleagues during annual leave, sickness and busy periods – this may mean going to different sites.

Main duties of the job

2. Ordering, Receiving and Despatching Goods

Order all stock for services within site as relevant.

Maintain skills in ordering on SBS system.

To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.

To be responsible for ensuring all equipment for repair has the correct paperwork and  notification to the appropriate department.

Detailed job description and main responsibilities

3. General Administration/Clerical

To take messages ensuring complete confidentiality in accordance with Trust policy.

General filing duties as required.

Accurate data entry.

Ensure all notice boards are up to date and tidy in consultation with Ward Sister.

Provide cover for the above duties across all sites as required.

To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.

Maintain confidentiality at all times.

To book translators when requested by clinicians ensuring they are given a relevant code for the service.

To be aware of existing processes and offer suggestions for improving services.

Take minutes as required.

Any adhoc typing required, i.e. letters etc.

Track Medical records on iCare.

Ensure all Mandatory training is undertaken in a timely manner.

Any other equivalent duties consistent with the level and purpose of the post.