Ward Clerk

To provide an efficient, courteous and helpful service to Patients, their families and other Professionals when they contact the Ward. To undertake various clerical duties associated with the custody and use of Health Records, including all administrative procedures and documentation associated with a patient’s journey through the Service, as outlined in the Patient Access Policy. It is expected that staff will undertake clerical duties relating to any aspect of the service and will demonstrate initiative in organising their workload and in taking decisions within clearly defined limits.

Staff will ensure the requirements of the role are completed in a timely manner and maintain patient confidentiality at all times.

An opportunity has become available for a Ward Clerk/Receptionist to join our Daycase Surgical ward. The successful candidate will be expected to work afternoon shifts Tuesday to Friday and be flexible to cover different shifts as required. The unit is open Monday to Friday 7:00am until 20:00pm.

We provide pre- and post-operative care to surgical patients across several specialties including Orthopaedic, ENT, Maxillo Facial, General Surgery, Urology, Gynaecology, Plastic Surgery and Pain Management. The post holder will play an important role in forward planning of the ward and patient allocation, and will deliver outstanding administrative support to the clinical teams. Applicants should be organised, hardworking, punctual and welcoming, with the ability to work accurately to deadlines and effective time management.

The successful applicant should be computer literate and have previous experience in a public-facing role. Experience of using patient administration systems is advantageous, however training will be provided. The candidate should possess excellent communication skills due to daily interactions with the wider multidisciplinary team.

• Provide efficient, courteous reception and clerical support to patients, families and professionals; maintain confidentiality at all times.
• Provide full receptionist duties and ensure the service operates efficiently.
• Be responsible for the security of patient case notes and accurate input, updating and amendment of patient information on the Careflow EPR system; ensure amendments are transferred to patient records as required.
• Register, Admit, Transfer and Discharge patients on Careflow EPR; follow safeguarding guidelines and ensure documentation is completed appropriately.
• Input data from various sources using identified data systems accurately and promptly; amalgamate case notes where multiple records exist and file notes in the recognised format.
• Process incoming and outgoing mail in a timely manner; undertake filing of notes, results and correspondence in line with Trust and Departmental policies; track case notes as required by policy.
• Convey information accurately to a range of professionals and disciplines as authorised; ensure notifications are processed timely and accurately per policy.
• Attend mandatory training and participate in the Trust’s appraisal process; comply with Directorate and Trust policies and procedures.
• Assist with training and induction of new staff; support L&D activities as required.
• Photocopy/fax documents following confidentiality rules; use systems to transmit or copy patient details in line with policies.
• Liaise with ward staff on ordering and receiving goods; book/arrange appointments for services within the Directorate.
• Process telephone enquiries, update patient demographics, raise case notes when applicable, and provide appointment details and confirmation timing; maintain patient data accuracy.
• Work as part of the team to ensure daily service coverage; provide in-patient sick notes and assist with related forms as appropriate.
• Maintain records of in-patients and past patients; arrange referrals to the multidisciplinary team in preparation for discharge.
• Access pharmacy tracking systems to facilitate timely discharges; take specimens to the laboratory as required; arrange appropriate appointments and transfer of patients as directed by the nursing/medical teams.
• Ensure adequate stocks of stationery and notify senior staff of any deficiencies.

• Computer literate; previous experience in a public-facing role.
• Experience with patient administration systems is advantageous, with training provided.
• Excellent communication skills for daily interactions with the multidisciplinary team.
• Organised, hardworking, punctual and capable of working to deadlines with good time management.
• Ability to work as part of a team and maintain professionalism in a busy clinical environment.

The Royal Wolverhampton NHS Trust is committed to providing flexible working arrangements and values diversity of both staff and the communities we serve.