Ward Clerk

at  Oxford University Hospitals NHS Foundation Trust

We are looking to recruit a part time Band 3 Ward Clerk to work closely with the clinical staff and Ward Manager on the Hyper Acute Stroke Unit. The hours of work are 30 per week - Sunday, Monday, Tuesday and Wednesday.
The purpose of this role is to provide an efficient and high standard of clerical service to the ward; to ensure that a welcoming and professional greeting service is provided to patients and visitors; to ensure the smooth running of the admission and discharge process for patients on the ward and to ensure accurate and timely completion of unit databases.
The role will be to provide varied administrative support for the ward. Acting as a first point of contact in person or on the telephone for patients, relatives and visiting staff, welcoming them to the ward and dealing with any queries. Ensuring the electronic records for the patients are updated and dealing with any paperwork for their admission and discharge.
This is not a flexible contract.
Full training for this post will be given.
The role lends itself to an individual with a great deal of initiative, someone who enjoys working within a varied working environment and someone who thrives on helping others. It is an exciting and busy role and would suit anyone with good hospital administration experience, can work to tight deadlines, has excellent customer service skills and can offer first class support to the team they will be working closely with.
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more here www.ouh.nhs.uk
The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel .
The purpose of this role is to provide an efficient and high standard of clerical service to the ward; to ensure that a welcoming and professional greeting service is provided to patients and visitors; to ensure the smooth running of the admission and discharge process for patients on the ward and to ensure accurate and timely completion of unit databases.

1. Act as a first point of contact in person or on the telephone for patients, relatives and visiting staff, welcoming them to the ward and dealing with any queries, including those relating to admission, discharge, visiting times, claiming expenses, accommodation, insurance and parking.
2. Assist patients who may wish to claim expenses.
3. Book and track medical records. Maintaining an organised and up-to-date filing system of notes using the ward trolley, ensuring that all medical records are in order before leaving the ward.
4. Liaise with other departments/hospitals to obtain medical records images and results for authorised users. File reports in the medical record.
5. Undertake other admin duties including managing post, filing, photocopying and ordering or stationary to ensure the smooth running of the ward.
6. Ensure all patient records are correct. Collect personal and confidential information from patients or relatives in order to complete the admissions process including assignment to correct consultant; and ensure patient admissions, discharges and transfers are recorded in a timely manner on the patient administration system. Ensure adherence with the Data Protection Act and Trust procedures in respect of confidentiality and the patient record.
7. Ensure that information on overseas patients is entered accurately onto EPR and communicated to the Overseas team, to ensure appropriate charges are processed.
8. Support the ward staff with arranging discharges, liaising with all necessary teams and coordinating patient transport as appropriate. Ensure that follow-up appointments are booked if required.
9. Monitor that discharge letters are completed before patients leave the ward. Report weekly to duty consultant any that are not done within 24 hours of discharge.
10. Ensure that transport for any discharges is booked at least 24 hours an advance. Be a ward ‘expert’ for transport booking ensuring that the nursing staff are able to book and check journeys.
11. Undertake surveys/audits as requested by the Ward Manager.
12. Provide cover for other ward clerks during periods of leave and absence.
13. To participate in the induction and training of new members of staff within the team
14. Liaise closely with the coordinator of each shift with regards to admissions and discharges.
15. Liaise with other departments in relation to inpatient appointment bookings and follow ups.
16. Liaising with the coders to ensure all coding of discharged patients is completed.
17. Distribute and direct mail as required