Job summary
*** Previous applicants need not apply***
The Great Western Hospitals NHS Foundation Trust are recruiting for a Ward Clerk to support within our Urology department permanently for 22.5 hours per week.
The Ward Clerk will undertake data inputting and administrative work whilst also providing reception duties for the ward/department as per standard systems and processes, in order to support effective patient flow. The Ward Clerk will need to work without close supervision, using their own initiative when dealing with enquiries that arise. Close co-operation with Medical Records, Secretarial staff as well as the clinical staff, is vital. The post demands the ability to communicate at all levels with patients, relatives and medical colleagues to maintain a high standard of service to meet the needs of the patient and the business.
Main duties of the job
Work from Ward/department reception being the focal point of contact for patients and visitors as well as colleagues.
Answering the telephone, dealing with queries, transferring calls and taking messages when needed.
To keep the patient administration systems up to date and accurate at all times, including amending patient demographics, the input of admission, discharge referral and transfer information, progress chasing patient referrals and tracking all health records to ensure their current location is recorded as per Trust policy.
Case note maintenance. Filing paperwork/loose history and liaising with health records
About us
Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are.
Service We will put our patients first
Teamwork We will work together
Ambition We will aspire to provide the best service
Respect We will act with integrity
Job description
Job responsibilities
- Ensure admission and discharge book is kept up to date and accurate.
- Ensure daily ward list has been completed and accurate.
- Receive and welcome visitors onto the ward and providing appropriate ward information leaflets.
- Ensure property of deceased patients has been taken to Bereavement Services and to assist with patient valuables working alongside the Trusts Security department.
- Sort and distribute general ward/department correspondence e.g. Referrals to other departments or services.
- Sort and distribute post to other staff members and patients.
- Upkeep and maintain the notes trolley on the ward, ensuring trolley is dust free, serviceable and stocked with the appropriate paperwork to enable speedier ward rounds.
- Report and record maintenance problems to the Trusts works department.
- Attend relevant ward/department meetings and take minutes if necessary e.g. MDTs.
- Identify means of transportation for discharge on point of admission and Book transport for discharges where appropriate ensuring the transport criteria is met and utilised proactively to avoid use of private transport.
- Request follow up appointments.
- Ensure electronic discharge summaries have been completed and submitted in a timely manner meeting the Trust target of 24hours.
- Attend and engage in daily white board meetings with mobile technology to ensure efficient and timely updating and sharing of data. Assisting ward staff in ensuring the white board is kept as up to date as possible and estimated dates of discharge are accurate.
- Update Medway from Ward white board round and on a regular basis over 7/7 in partnership with ward staff.
- Case notes collated, as per GWH Policy and procedure, and ready for coding.
- Booking clinic appointments as required.
- Be aware of patient alerts/allergies on admission to the ward and informing nursing staff if necessary so they can ensure an allergy wristband is in situ.
- Use the data input information to collate a full understanding of preadmission community information so as to reduce delay in discharge planning.
- Print off shift handovers (when necessary).
- Ordering of stock in line with Trust finance procedures.
- Engage in regular 1:1s and yearly performance reviews.
- Attend regular Patient Co-ordinator team meetings.
- Keep up to date with Mandatory training as per Trust policy.
- To monitor and reply to emails for various sources in a timely manner.
- To deal with sensitive information in line with Confidentiality Procedures.
- To calmly deal with Service users that present in a distressed state.
- To cover wards / areas, other than your base one as per Service needs.
- Print the next treatment appointments and ensure this is given to the patient before leaving the department.
- Print wrist bands, checking patient details are correct before applying to the patient.
- Follow the department specific work plans to ensure other team specific roles are completed.
To undertake any other duties appropriate to grade, which may be required from time to time.
Job description
Job responsibilities
- Ensure admission and discharge book is kept up to date and accurate.
- Ensure daily ward list has been completed and accurate.
- Receive and welcome visitors onto the ward and providing appropriate ward information leaflets.
- Ensure property of deceased patients has been taken to Bereavement Services and to assist with patient valuables working alongside the Trusts Security department.
- Sort and distribute general ward/department correspondence e.g. Referrals to other departments or services.
- Sort and distribute post to other staff members and patients.
- Upkeep and maintain the notes trolley on the ward, ensuring trolley is dust free, serviceable and stocked with the appropriate paperwork to enable speedier ward rounds.
- Report and record maintenance problems to the Trusts works department.
- Attend relevant ward/department meetings and take minutes if necessary e.g. MDTs.
- Identify means of transportation for discharge on point of admission and Book transport for discharges where appropriate ensuring the transport criteria is met and utilised proactively to avoid use of private transport.
- Request follow up appointments.
- Ensure electronic discharge summaries have been completed and submitted in a timely manner meeting the Trust target of 24hours.
- Attend and engage in daily white board meetings with mobile technology to ensure efficient and timely updating and sharing of data. Assisting ward staff in ensuring the white board is kept as up to date as possible and estimated dates of discharge are accurate.
- Update Medway from Ward white board round and on a regular basis over 7/7 in partnership with ward staff.
- Case notes collated, as per GWH Policy and procedure, and ready for coding.
- Booking clinic appointments as required.
- Be aware of patient alerts/allergies on admission to the ward and informing nursing staff if necessary so they can ensure an allergy wristband is in situ.
- Use the data input information to collate a full understanding of preadmission community information so as to reduce delay in discharge planning.
- Print off shift handovers (when necessary).
- Ordering of stock in line with Trust finance procedures.
- Engage in regular 1:1s and yearly performance reviews.
- Attend regular Patient Co-ordinator team meetings.
- Keep up to date with Mandatory training as per Trust policy.
- To monitor and reply to emails for various sources in a timely manner.
- To deal with sensitive information in line with Confidentiality Procedures.
- To calmly deal with Service users that present in a distressed state.
- To cover wards / areas, other than your base one as per Service needs.
- Print the next treatment appointments and ensure this is given to the patient before leaving the department.
- Print wrist bands, checking patient details are correct before applying to the patient.
- Follow the department specific work plans to ensure other team specific roles are completed.
To undertake any other duties appropriate to grade, which may be required from time to time.
Person Specification
Qualifications
Essential
- Educated to GCSE level in English and Maths or overseas equivalent grade D or above
Desirable
- RSA or equivalent in Typing
- ECDL or equivalent
- NVQ level 2 in Customer Services / Business Administration / Team Leading
Experience
Essential
- Recent experience in customer focussed environment
- In-depth IT and Admin skills
- Working knowledge of data protection and confidentiality
- Working to tight deadlines and managing conflicting priorities
Desirable
- Working knowledge of data protection and confidentiality
- Knowledge of Medical Terminology
- To have previously work in a medical, health or social care environment
Skills
Essential
- Keyboard skills and an aptitude to use IT systems
- Good telephone manner
- Ability to multitask and deal with non-routine situations
- Ability to communicate effectively at all levels
- Experience with dealing with people in sensitive situations
Person Specification
Qualifications
Essential
- Educated to GCSE level in English and Maths or overseas equivalent grade D or above
Desirable
- RSA or equivalent in Typing
- ECDL or equivalent
- NVQ level 2 in Customer Services / Business Administration / Team Leading
Experience
Essential
- Recent experience in customer focussed environment
- In-depth IT and Admin skills
- Working knowledge of data protection and confidentiality
- Working to tight deadlines and managing conflicting priorities
Desirable
- Working knowledge of data protection and confidentiality
- Knowledge of Medical Terminology
- To have previously work in a medical, health or social care environment
Skills
Essential
- Keyboard skills and an aptitude to use IT systems
- Good telephone manner
- Ability to multitask and deal with non-routine situations
- Ability to communicate effectively at all levels
- Experience with dealing with people in sensitive situations
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
