Job summary
To provide both a front line clerical service to clinical staff within the ward whilst also providing "front door" style support to patients and relatives during visits.
The post holder will also be responsible for ensuring accurate and timely inputting of patient level data into the relevant clinical systems for the capturing of admission, discharge and transfer of patients. This is to be done whilst also strictly adhering to trust data quality, health records and information governance policies.
It is expected that the post-holder will manage their workload in an effective and efficient way and have a flexible approach to covering wards and the role as it continues to develop with the ever changing needs of the business.
Main duties of the job
The post holder will also be responsible for ensuring accurate and timely inputting of patient level data into the relevant clinical systems for the capturing of admission, discharge and transfer of patients. This is to be done whilst also strictly adhering to trust data quality, health records and information governance policies.
See JD
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
- Covering a range of shift patterns, wards and sites as required by the service, ward clerks will provide a consistent and robust administrative support on inpatient wards ensuring all standard clerking duties as documented in the ward clerk standard operating procedures are fulfilled.
- Work to the agreed KPIs for Trust ward clerks for the purpose of quality and performance monitored against key organisational objectives.
- All ward clerks will be expected to prioritise their work load effectively to meet the demands of the role.
- As the first point of contact, courteously and efficiently receive all face to face and telephone enquiries from staff, patients, carers and external agencies in relation to hospital admissions, appointments and general enquiries, ensuring that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner.
- Provides a front door meet and greet service, answers the telephone and deals with enquiries from hospital staff and the public concerning admission, transfer and discharge of patients. Ensuring correct information is made available, recorded or passed on to the relevant patient or member of staff
- Be responsible for the timely and accurate input of non-clinical patient related information on the hospitals electronic systems ensuring systems are regularly monitored and kept up to date.
- To ensure the information recorded on trust clinical systems are accurate and consistent, verifying patient demographics data against national systems for every attendance.
- To maintain any paper based documentation on the ward relating to patients admission and discharge.
- To liaise with the data quality department to report any anomalies found in any patient data on the trusts clinical systems, highlighting errors or concerns and to participate at the trusts data quality meetings as requested.
- To be responsible and accountable for requesting, sourcing and tracking patient case notes for both inpatients, filing and investigation
- To ensure any elective patients have their notes available to the clinical staff the day before admission.
- To be responsible for the creation of admission bundles and electronic event packs, ensuring packs are set up and filed in accordance with the Trust electronic filing policy.
- Responsible for collating and filing all patient related paperwork within the patient health record (whether paper based or electronic), ensuring the information is filed in accordance with filing guidelines.
- In accordance with data protection and patient confidentiality principles, ensure patient health records are stored and located in a secure area and are not at any time left in a public area. Also to ensure patient records/names are not visible/are screened from view to members of the public/visitors during the working day.
- To undertake general administrative duties such as photocopying, laminating, mail, stationary ordering, maintenance requests, Datix, ordering of non-clinical equipment and goods are completed as required.
- Arrange and document further clinical reviews or book follow-up clinic appointments ensuring the patient is informed, where possible, of the appointment prior to discharge.
- To attend and participate in all Ward clerk meetings, read minutes and put into effect any actions as appropriate
- To undertake Trust mandatory training and to attend appropriate training courses identified by the manager as required
- Under instruction from clinical staff to liaise with the Portering services, bed managers and the admissions department with regard to patient admissions, transfers and discharges of patients to ensure a smooth transition between departments.
- Take or request collection and delivery of urgent specimens or prescriptions from pathology or pharmacy as required.
- To assist with the booking of transport for patients on simple pathways (i.e. Pathway 0 or Pathway 1 Restart), as requested.
- To ensure that local breaches of policies and procedures, data protection and information governance issues are logged via the hospitals Inphase system in accordance with trust policies.
- Assist in the ward Lock Down and major incident process
- The list of responsibilities above, are key primary requirements for the role, however, additional duties may be required to ensure patient and employee safety is met.
Job description
Job responsibilities
- Covering a range of shift patterns, wards and sites as required by the service, ward clerks will provide a consistent and robust administrative support on inpatient wards ensuring all standard clerking duties as documented in the ward clerk standard operating procedures are fulfilled.
- Work to the agreed KPIs for Trust ward clerks for the purpose of quality and performance monitored against key organisational objectives.
- All ward clerks will be expected to prioritise their work load effectively to meet the demands of the role.
- As the first point of contact, courteously and efficiently receive all face to face and telephone enquiries from staff, patients, carers and external agencies in relation to hospital admissions, appointments and general enquiries, ensuring that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner.
- Provides a front door meet and greet service, answers the telephone and deals with enquiries from hospital staff and the public concerning admission, transfer and discharge of patients. Ensuring correct information is made available, recorded or passed on to the relevant patient or member of staff
- Be responsible for the timely and accurate input of non-clinical patient related information on the hospitals electronic systems ensuring systems are regularly monitored and kept up to date.
- To ensure the information recorded on trust clinical systems are accurate and consistent, verifying patient demographics data against national systems for every attendance.
- To maintain any paper based documentation on the ward relating to patients admission and discharge.
- To liaise with the data quality department to report any anomalies found in any patient data on the trusts clinical systems, highlighting errors or concerns and to participate at the trusts data quality meetings as requested.
- To be responsible and accountable for requesting, sourcing and tracking patient case notes for both inpatients, filing and investigation
- To ensure any elective patients have their notes available to the clinical staff the day before admission.
- To be responsible for the creation of admission bundles and electronic event packs, ensuring packs are set up and filed in accordance with the Trust electronic filing policy.
- Responsible for collating and filing all patient related paperwork within the patient health record (whether paper based or electronic), ensuring the information is filed in accordance with filing guidelines.
- In accordance with data protection and patient confidentiality principles, ensure patient health records are stored and located in a secure area and are not at any time left in a public area. Also to ensure patient records/names are not visible/are screened from view to members of the public/visitors during the working day.
- To undertake general administrative duties such as photocopying, laminating, mail, stationary ordering, maintenance requests, Datix, ordering of non-clinical equipment and goods are completed as required.
- Arrange and document further clinical reviews or book follow-up clinic appointments ensuring the patient is informed, where possible, of the appointment prior to discharge.
- To attend and participate in all Ward clerk meetings, read minutes and put into effect any actions as appropriate
- To undertake Trust mandatory training and to attend appropriate training courses identified by the manager as required
- Under instruction from clinical staff to liaise with the Portering services, bed managers and the admissions department with regard to patient admissions, transfers and discharges of patients to ensure a smooth transition between departments.
- Take or request collection and delivery of urgent specimens or prescriptions from pathology or pharmacy as required.
- To assist with the booking of transport for patients on simple pathways (i.e. Pathway 0 or Pathway 1 Restart), as requested.
- To ensure that local breaches of policies and procedures, data protection and information governance issues are logged via the hospitals Inphase system in accordance with trust policies.
- Assist in the ward Lock Down and major incident process
- The list of responsibilities above, are key primary requirements for the role, however, additional duties may be required to ensure patient and employee safety is met.
Person Specification
Qualifications
Essential
Experience
Desirable
- Experience in the health sector enviroment
- Previous experience
Knowledge
Essential
- Has knowledge of the role
Person Specification
Qualifications
Essential
Experience
Desirable
- Experience in the health sector enviroment
- Previous experience
Knowledge
Essential
- Has knowledge of the role
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).
