Ward Clerk

Job description

Detailed job description and main responsibilities

The Ward Clerk provides essential administrative and communication support within the ward, acting as a key point of contact for Trust staff, patients and relatives. The post holder will help facilitate effective communication and contribute to the smooth day-to-day running of the ward, ensuring a professional and responsive service at all times.

The role is responsible for maintaining accurate records of all patient admissions and discharges, including Hospital Numbers, follow-up appointments, movement of notes and other patient information. The post holder will also update and maintain patient information on Trust IT systems, ensuring all admission, discharge and patient records are accurate and up to date.

Duties include, but are not limited to:

• To update IT systems, including:
  
  • Admissions
  • Discharges
  • Updating patient details, including correct address, GP details, and next of kin information.
• To ensure that patients are admitted under the correct Consultant.
• To file admission packs for new patients in accordance with admission pack filing procedures.
• To ensure ward trolleys are prepared and ready for Ward Rounds, including ensuring continuation sheets and labels are available for all inpatients.
• To make follow-up appointments for discharged patients.
• To file discharge episodes in accordance with discharge filing procedures.
• In the case of deceased patients, to ensure the correct paperwork is printed for the Bereavement Office and that the GP is contacted.
• To continually monitor IT systems throughout the working day for any changes in patient status.
• To support Ward staff in dealing with telephone enquiries.
• To sort and distribute mail, including re-addressing mail for discharged patients.
• To report any faults, required repairs, or faulty equipment to the Facilities Help Desk and Clinical Engineering Department.
• To order non-stock equipment and stationery from Lyreco/ADB, maintaining minimal stock levels in line with next-day delivery availability.
• To induct and train new members of staff.
• To carry out any reasonable requests made by the Discharge Officer and Ward staff.

The post holder will be expected to undertake all duties in a professional manner, contributing to the effective day-to-day running of the ward and supporting the delivery of high-quality patient care.

Person specification

Qualifications

Essential criteria

• GCSE or Equivalent

Experience

Essential criteria

• Working within agreed guidelines to set timescales
• Experience using IT packages
• Carry out data quality checks
• Working in a customer facing/reception role
• Ability to follow processes and procedures

Knowledge

Essential criteria

• Understanding of confidentiality
• Understanding of good customer service

Desirable criteria

• Hospital IT systems such as IPM, Nerve Centre, Mediviewer or equivalent

Personal Skills

Essential criteria

• Good communications skills
• Excellent organisational skills
• Ability to work as part of a team
• Excellent attention to detail

Other

Essential criteria

• Trustworthy, reliable and flexible
• Enthusiastic and self-aware

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

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