Ward Clerk, Ward

Job Purpose To provide clerical support. To ensure the availability of accurate patient records and documentation as per Trust policies and procedures. To deal with patients, relatives and other members of the public politely and efficiently and ensure confidentiality and security of patient information as per Trust policy. Key Duties To provide a reception service, dealing with initial enquiries, gathering basic information and taking initial action within defined protocols to assist in resolving any queries.

To keep staff informed of admissions and discharges, and to deal with queries from other members of staff and members of the public, in person or on the telephone. To receive general telephone calls, recording messages and dealing with initial enquiries, referring the call to the relevant member of staff, as appropriate. To assist in admitting and discharging patients using manual and computerised systems.

To file reports, correspondence, forms, etc. in patients notes in an ordered manner, to facilitate the efficient retrieval of such documentation on request. To update and maintain filing systems in the ward/department to enable timely and accurate information retrieval. To arrange transport between departments and to destinations outside the hospital, as required. To assist with housekeeping duties within ward/department. To maintain effective communication with ward clerk / clerical team assistant colleagues within the department.

To provide relief cover within the Directorate undertaking any duties within the scope of the ward clerk / clerical team assistant role. Arrange follow up appointments for patients prior to discharge. Ensure that patient case notes are available, creating temporary notes whilst original notes are located. Maintain case notes in a tidy manner, filing results and other patient documents in accordance with Trust policy, including admission and discharge of patients.

Ensure that all case notes movements are tracked on PAS, including collection and return of case notes to main maternity filing department. Facilitate the prompt collection of data by liaison with the clinical coding department. Assisting junior doctors with administrative tasks such as form completion, bereavement paperwork and audits, ordering and tracking of case notes. Provide general clerical support such as photocopying, typing, opening and sending post, stock and equipment ordering and monitoring, stationary orders, personnel administration, arranging repairs.

General Responsibilities To ensure the confidentiality of all patient information and Trust business. To comply with all Trust Policies and Procedures. In accordance with the Trust's Health and Safety Policy, the postholder must take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions  postholder must co-operate with staff in complying with any statutory requirements and participate in the workplace monitoring processes in order to help maintain a healthy, safe and secure workplace.

To report any accidents, untoward incidents and complaints. To create and maintain positive working relationships with colleagues and other staff within the workplace. To act always in a manner which will promote a good image of the ward/department. To respond appropriately to clinical emergencies as directed by the ward manager in charge. To contribute / to participate in any initiatives to improve the quality of service to patients.

Standard Clauses:
The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs. Competence The post holder is responsible for limiting his/her actions to those which s/he feels competent to undertake.

If the post holder has any doubts as to his or her competence during the course of his/her duties then s/he should immediately speak to their line manager or supervisor. Codes of conduct All employees of the Trust who are required to be registered with a professional body, to enable them to practise within their profession, are required to comply with their code of conduct and requirements of their professional registration.

Those staff who are not required to be registered with a professional body are required to comply with…