Ward ClerkinSwaffhaminSwaffhamPUBLISHED FRI 18 OCT 2024
The Ward Clerk's duties will involve maintaining patient records, managing appointments, liaising with healthcare teams, processing documentation related to medications, and ensuring confidentiality at all times. While experience with SystmOne and patient administration systems is advantageous, training will be provided. The role also encompasses general office responsibilities such as managing office supplies and assisting with ad-hoc tasks to support the ward manager and team. A background in a busy office environment with customer interaction is crucial for success in this position.
We are looking for a highly motivated, friendly individual to join The West Admin Team and provide comprehensive ward clerk support to our inpatient unit at Swaffham Community Hospital.Candidates should possess excellent communication, administration and IT skills (particularly experience with Microsoft Office). Being able to work as part of a team, as well as using own initiative and working to deadlines are key skills in this role. Ability to demonstrate excellent organisational skills is also essential along with customer care skills.
This is a substantive Band 3, full-time post for 37.5 hours per week, based at Swaffham Community Hospital. These full time hours are 08:00 - 16:00 with a 30 minute lunch break.
Responsibilities will include recording admissions, transfers, and discharges on SystmOne, with also undertaking ward clerk daily mandatory tasks. The ward clerk is required to maintain strict confidentiality and will be expected to deal with patients and relatives with courtesy and discretion at all times.
Candidates will need to be able to evidence a good solid background working in a busy office environment and have experience of undertaking a range of administrative duties. Previous experience of dealing with members of the public in a working environment with efficient organisation and reception skills are essential. Knowledge of SystmOne and PAS, would be an advantage, but training can be provided for the successful candidate.
About us
1 To carry out and prioritise a variety of administrative and clerical duties and undertake other general office/ward duties, prioritise and generate own workload which will include: to undertake receptionist/telephonist duties be a point of contact for internal and external callers and visitors accepting deliveries re-directing callers and service users completing admissions and discharges printing, scanning and filing receiving and sending mail researching and circulating documents
2 To communicate with patients and other stakeholders at an appropriate level, providing clear information and guidance. Dealing with patients fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries. Taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
3 Dealing appropriately with all telephone and email enquiries as well as face to face patient contact, which may include investigating and problem solving as well as regularly dealing with matters of a complex and/or distressing nature.
4 To complete admission and discharge documentation. Utilising SystmOne and PAS data information systems to print patients wristbands, labels and emergency contact details.
5 Manage Ward View on SystmOne, taking responsibility for Milestones, monitoring alert indicators, making bed reservations and amend ward stay notes accordingly.
6 Liaising with the Community Access Team for the handover of patients to be admitted and the Discharge Coordinator regarding the efficient discharge of patients from the Unit.
7 Scan and email medication requests to Norfolk and Norwich University Hospital (NNUH) pharmacy and file appropriately in patients notes.
8 Booking, cancelling and amending Outpatient Appointments for patients on the ward as instructed by clinical staff and booking the appropriate transport for their needs and updating SystmOne for the purpose of communication.
9 Processing RIP documentation by liaising with clinical staff, communicating with bereaved families and contacting funeral services to ensure a respectful and efficient service.
10 Using a range of software programmes to produce, maintain and distribute documents, including reports, Excel spreadsheets, and databases
11 Photocopying, scanning, emailing, distributing and filing letters, reports and other correspondence promptly and efficiently, ensuring that all patient records, files and filing lists are maintained and kept up to date.
12 Setting up and maintaining comprehensive, confidential records and filing systems ensuring that all records are kept up to date and filing is carried out in a timely manner.
13 Collecting, opening, sorting and distributing mail in a timely manner, relating it to previous correspondence as appropriate and ensuring that outgoing mail is sent in a timely manner.
14 Inputting onto various databases and systems, e.g. SystmOne, PAS, Daily OPEL, UKROC, ICE and Spine Portal, and designated spread sheets, including pre-admission referrals and adding to waiting lists, within the required timescales and deadlines.
15 To be responsible for the efficient use of office equipment and supplies, requisitioning goods and services using Powergate and carrying out research on products or services, as required. Ensure the ward is stocked with medication charts and forms which support patients care.
16 To receive non controlled drugs in accordance with Trust protocol guidelines, ensuring secure storage.
17 In conjunction with colleagues, to ensure that monies, valuables and keys are collected, accurately recorded, and stored safely to comply with procedures.
18 To make room bookings as requested by colleagues via the Cloud booking system.
19 When requested to activate key fobs for appropriate entry in areas of the ward for staff.
20 Researching appropriate websites, downloading and circulating documents as requested.
21 Identify and report areas within working processes and procedures that could improve service delivery.
22 To support the ward manager and team with any ad-hoc general admin tasks.
23 To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
24 Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites in Norfolk.
25 It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
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