Ward Clerk

1 week ago

Bedford, Bedford, United Kingdom Bedfordshire Hospitals NHS Foundation Trust Full time
Covering core office hours Monday to Friday in the Critical Care Complex.

The Ward clerk will provide consistent and robust administrative support on the unit, 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.

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 to patients, visitors and new staff, answers the telephone and deals with enquiries from hospital staff and the public concerning admission, transfer and discharge of patients.

Also provides information regarding parking, refreshment facilities etc. To assist visitors and relatives in adhering to any current visiting protocols/ guidelines that may be in place.

To act as a point of contact and welcome patients and visitors and new staff to Critical Care and assist with their orientation.

Facilitating the requirement of Interpreters and availability of religious leaders.

Receive and transmit information over the telephone in a concise and effective manner, taking messages or results to pass on to an appropriate person or to be documented as required.

To act as a messenger and assist with the transfer of materials and equipment for patients to various wards and departments in the hospital, being aware of relevant hospital policies.

To provide full and robust administrative support on CCC including the timely and accurate input of patient information on the hospital electronic systems ensuring systems are regularly monitored and kept up to date such as Update the Directory of Services DOS for Critical care delivery network.


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. Such as booking elective surgeries, scanning transfer paperwork to the network. To liaise with the data/I.T.


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 for the creation of admission bundles in the event of loss of the online clinical documentation connectivity, ensuring packs are set up and filed in accordance with the Trust electronic filing policy.

To be responsible for creating admission, discharge and bereavement packs for patients and families.

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 to reflect the ward episode.


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 liaise with respective departments in relation to obtaining booklets, patient information leaflets, service leaflets for families and organizing them in the visitor area.


To be actively involved and responsible to follow appropriate processes while undertaking annual stock take of consumables, stationary of the department.

To ensure staff moves are updated to staffing solutions and maintaining accurate data base.

To maintain the outreach data base for all discharged outreach patients and support with the Commissioning of quality and innovation (CQUIN) To support the unit with audits related to quality standards from an administrative perspective.

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.


Health, Safety and Security:

Monitor and maintain health, safety and security of self and others in the work area and report unsafe practices promptly to the relevant responsible person or department.

To adhere to the trust infection control and uniform policies.

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.

In addition to ensure patient

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