PLYMOUTH HOSPITALS NHS TRUST

Transcription

1 PLYMOUTH HOSPITALS NHS TRUST Job Group: Ward Clerks Job Title: Ward Clerk Grade: Band 2 Directorate/Division: Medical Specialities Unit: Derriford Hospital e.g., Department, Area, District Location: Level 09 Reports to: Ward Manager Accountable to: Directorate Support Manager Job Purpose To provide a comprehensive multi-faceted, administrative function to the ward, supporting Nursing and Medical staff in the smooth day-to-day running of the ward area. To ensure real time bed management on PiMS occurs. ORGANISATION CHART MATRON DIRECTORATE MANAGER WARD MANAGER SUPPORT MANAGER SENIOR WARD SISTER OPERATIONAL TEAM WARD ADMINISTRATOR

2 PRIMARY DUTIES & AREAS OF RESPONSIBILITY The postholder is expected - 1. To undertake the clerical work of the department. 2. To receive relatives and visitors to the department. 3. To deal with enquiries, including telephone enquiries, in conjunction with, and under the direction of nursing staff. 4. To ensure the day-to-day maintenance of patient medical notes and X Rays. This will include the filing of investigation reports and other health related documentation, in correct order, in accordance with Trust policy and Best Practice Guidelines. 5. To ensure that Medical Notes, investigation reports, and X Rays pertaining to patients are available at all times. 6. To ensure that patient identification details are correct and up to date, in terms of written and electronically held records, and that patient identification labels are printed. 7. To maintain patient confidentiality in respect of electronically held records, in accordance with the Data Protection Act, 1998, and Trust policy. 8. To request Medical Notes and X Rays in respect of current and expected admissions, as required. 9. To prepare Notes of patients going to other hospital departments or referring hospitals, including patients property, as directed by the Nurse in Charge, and in accordance with Trust policy. 10. To assist in preparing and issuing Hospital Medical Certificates, and, where appropriate, insurance claim forms, as required. 11. To order, receive and check stores, and the follow-up of outstanding items, or requests for repair to equipment. 12. To convey or retrieve Notes, X Rays to / from other departments within the hospital. 13. To arrange transport for patients being transferred to other hospitals or discharged home. 14. To ensure Medical Notes are in order laid down when the patient is discharged. 15. To maintain an adequate stationary supply for use within the clinical area, by the multi-disciplinary team. 16. To ensure that requests for photocopying etc, are met in a timely manner and are complete. 17. To distribute post and redirect mail as necessary. 18. To list patients property and valuables, ensuring that they are stored correctly at departmental level, or are received by the General Office for safe keeping. This also applies in the event of a Death. 19. To assist in arranging accommodation for relatives when necessary. 20. To liaise with Bed Managers both within the Trust and at receiving Hospitals, regarding the transfer of patients. 21. To liaise with the Emergency Bed Service regarding the availability and current capacity of the clinical area. 22. To participate in receiving additional training/instruction for the purposes of assisting with data/audit input. 23. To deliver medical notes and death certificate to the bereavement office following a patient s death. 24. To obtain patients blood results from PATH, and record them accurately in the results book. 25. To be prepared to cover other ward clerks in Medical Specialities as necessary.

3 26. Train locum, replacement ward clerks in the requirements of the role as necessary. 27. To give necessary training, support and guidance to NVQ students. 28. To ensure that notes are available for coding. 29. To ensue that whiteboards are kept up to date. 30. To support medical ward rounds with administrative time. Job Holders are required to Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive. Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc. Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training. Attend statutory, essential and mandatory training. Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the Data Protection Act Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust. Comply with the codes of professional conduct set out by the professional body of which registration is required for the post. Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk. Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families. Ensure they attend Child Protection training at the appropriate level within the specified time frame. Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures. Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations. All Managers are responsible for Assessing risks and implementing the necessary actions to minimise these risks within their sphere of responsibility. They must also enable staff to attend the relevant statutory and essential training. Managing attendance in accordance with the Trusts Attendance Management Policy. All Heads of Departments are responsible for Ensuring all necessary risk assessments are carried out within their division, directorate or department in liaison with relevant sources of specialist support and expertise within the Trust. They must also ensure that the risk management process is completed appropriately.

4 Note This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.

5 PERSON SPECIFICATION ATTRIBUTES ESSENTIAL DESIRABLE KNOWLEDGE & EXPERIENCE Computer Literate - knowledge of Microsoft Word and Excel desirable Experience of working within the hospital environment ipms (Information Patient Management System) experience. Protos experience EPROC experience Training in telephone techniques. A basic understanding of medical terminology. QUALIFICATIONS Educated to GCSE or equivalent standard APTITUDE & ABILITIES Excellent telephone manner Be well organised and able to work under pressure Must have good time management skills Be able to prioritise workload. Good communication and organisational skills Polite in nature Ability to demonstrate working in an methodical manner Understanding the Trust s waiting list policies within the workplace Must display an all round interest in clerical duties DISPOSITION / ATTITUDE / MOTIVATION Able to integrate well as part of a team Able to cope under pressure Ability to work in a calm organised manner Proactive, takes own initiative Be professional in both appearance and approach Willingness to learn and develop in a challenging environment. CIRCUMSTANCES OTHER FACTORS Flexible to cover colleagues during absences Able to deal with highly confidential patient information.