Ward Administrator

5 months ago

Haywards Heath, United Kingdom Sussex Partnership NHS Foundation Trust Full time

Ward AdministrationTo provide comprehensive and efficient administrative support to the team; this will include handling all aspects of correspondence, ensuring the admission and discharge process is followed and accurately completed within a set timeframe.To be responsible for the clinical information systems on the ward, particularly in respect of case records, ensuring that they are kept up to date and accurate, in accordance with Trust policy and procedure.Make up new files as required, update labelling and information sheets as necessary and file all case notes in a logical and clear filing system.Ensure that all information is handled in a confidential manner Responsibility for the safe custody of case notes for inpatients to ensue that files are kept in good order and properly tracked. To file all papers in case notes, to prepare new case notes when required.To be responsible for creating, retrieving and filing notes, including archiving, tracer systems, regarding the removal and use of case notes.Ensure that Mental Health Act papers are up to date with sufficient forms, ensuring that Section 17 papers are correctly completed and that all copies are filed in patients case notes.To be responsible for maintaining comprehensive filing and database systems, ensuring that all documents and correspondence are filed correctly.To establish and maintain office systems, including bring forward system for the department.Obtain patients previous histories, sending copies to other units, when required.To input patient details onto the CIS system, as appropriate, to include open referrals and discharges.To obtain and input patient discharge details onto the CIS system.Ensure that relevant discharge information is sent to the patients GP within the specified time frame and records are maintained of this practice.To carry out regular audits of patient files to ensure that they are maintained in accordance with Trust policy.To organise transport, interpreters and other services for service users as and when necessary.To take patients monies and property to general office or night safe for safe custody as per Operational policy.To provide reception services for the ward, using the door security system, as appropriate, receiving visitors on behalf of the ward, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.To accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication.To act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.To ensure up to date information for staff and patients is displayed on the ward, on a daily basis.To liaise with external agencies.Liaise with other directorates and staff at all levels, both internally and externally.To be responsible for managing the diaries of the team and prioritising competing needsTo be responsible for preparation of non routine papers.To open and process incoming and outgoing mail for the team.To prepare presentation materials.To undertake photocopying, faxing and the post as required.To ensure forms, including the Mental Health Act 1983 statutory forms are available.To ensure that the nursing office is kept up to date and organised with information for the ward at all times.To assist in room allocation and re-ordering stationery.To ensure compliance with departmental policies and procedures with regard to the security of the building.To assist in the induction and training of new staff.To provide cover for other ward administrative staff To participate in the Trusts supervision and appraisal system.To carry out any other duties as requested.To be aware of and able to use de-escalation techniques and physical breakaway

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