Ward Clerk

The Great Western Hospitals NHS Foundation Trust are recruiting for a Ward Clerk to support within our Urology department permanently for 22.5 hours per week.

The Ward Clerk will undertake data inputting and administrative work whilst also providing reception duties for the ward/department as per standard systems and processes, in order to support effective patient flow. The Ward Clerk will need to work without close supervision, using their own initiative when dealing with enquiries that arise. Close co-operation with Medical Records, Secretarial staff as well as the clinical staff, is vital. The post demands the ability to communicate at all levels with patients, relatives and medical colleagues to maintain a high standard of service to meet the needs of the patient and the business.

Work from Ward/department reception being the focal point of contact for patients and visitors as well as colleagues.

Answering the telephone, dealing with queries, transferring calls and taking messages when needed.

To keep the patient administration systems up to date and accurate at all times, including amending patient demographics, the input of admission, discharge referral and transfer information, progress chasing patient referrals and tracking all health records to ensure their current location is recorded as per Trust policy.

Case note maintenance. Filing paperwork/loose history and liaising with health records

Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are.

Service We will put our patients first

Teamwork We will work together

Ambition We will aspire to provide the best service

Respect We will act with integrity
- Ensure admission and discharge book is kept up to date and accurate.
- Ensure daily ward list has been completed and accurate.
- Receive and welcome visitors onto the ward and providing appropriate ward information leaflets.
- Ensure property of deceased patients has been taken to Bereavement Services and to assist with patient valuables working alongside the Trusts Security department.
- Sort and distribute general ward/department correspondence e.g. Referrals to other departments or services.
- Sort and distribute post to other staff members and patients.
- Upkeep and maintain the notes trolley on the ward, ensuring trolley is dust free, serviceable and stocked with the appropriate paperwork to enable speedier ward rounds.
- Report and record maintenance problems to the Trusts works department.
- Attend relevant ward/department meetings and take minutes if necessary e.g. MDT’s.
- Identify means of transportation for discharge on point of admission and Book transport for discharges where appropriate ensuring the transport criteria is met and utilised proactively to avoid use of private transport.
- Request follow up appointments.
- Ensure electronic discharge summaries have been completed and submitted in a timely manner meeting the Trust target of 24hours.
- Attend and engage in daily ‘white board’ meetings with mobile technology to ensure efficient and timely updating and sharing of data. Assisting ward staff in ensuring the white board is kept as up to date as possible and estimated dates of discharge are accurate.
- Update Medway from Ward white board round and on a regular basis over 7/7 in partnership with ward staff.
- Case notes collated, as per GWH Policy and procedure, and ready for coding.
- Booking clinic appointments as required.
- Be aware of patient alerts/allergies on admission to the ward and informing nursing staff if necessary so they can ensure an allergy wristband is in situ.
- Use the data input information to collate a full understanding of preadmission community information so as to reduce delay in discharge planning.
- Print off shift handover’s (when necessary).
- Ordering of stock in line with Trust finance procedures.
- Engage in regular 1:1s and yearly performance reviews.
- Attend regular Patient Co-ordinator team meetings.
- Keep up to date with Mandatory training as per Trust policy.
- To deal with sensitive information in line with Confidentiality Procedures.
- To calmly deal with Service users that present in a distressed state.
- To cover wards / areas, other than your base one as per Service needs.
- Print the next treatment appointments and ensure this is given to the patient before leaving the department.
- Follow the department specific work plans to ensure other team specific roles are completed.

To undertake any other duties appropriate to grade, which may be required from time to time.