Ward Clerk / Receptionist

at  Cwm Taf Morgannwg University Health Board

Princess of Wales Hospital, Bridgend
Ward Clerk / Receptionist
2 posts
1 post 22.5 hours per week (3 shifts)
1 post 15 hours per week (2 shifts)
Based in Acute Medicine
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
We are looking for friendly, approachable individuals to contribute to the provision of health care to patients; providing a comprehensive and confidential clerical support in relation to attendances and admissions across Acute Medicine. You will work as a ward clerk / receptionist within a team of 8 admin staff.
You will rotate through our different units including the Acute Medical Unit, Ambulatory Care Unit and support other admin staff where required.
Shift times are variable from 0730-1530, 1000-1800, 1200-2000.
You will be expected to work weekends and bank holidays.
Come and join our busy, supportive and friendly team we are looking forward to hearing from you.
Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.

WE LIVE BY OUR CORE VALUES:

We listen, learn and improve
We treat everyone with respect
We all work together as one team
We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.
The Post Holder will be required to perform the full range of duties outlined in the job description. Principal Duties include:
To ensure all patients are admitted, transferred and discharged correctly on the WPAS system.
Ensure all paper based record keeping is maintained in accordance with departmental requirements.
Up-date clinical portal with regards to patients’ movement within the service and those discharged or transferred to other wards/hospitals in an accurate and timely manner.
To input and extract data as required.
To undertake full clerical duties following office procedures to ensure the smooth running of the Acute Medical Unit. This will include filing, scanning, photocopying, retrieving hospital notes, faxing.
Be able to undertake the ward clerk duties i.e. amalgamation of hospital notes, sorting patient results and sending to relevant wards, filing signed blood forms, liaising with Consultants and their secretaries etc.
The purpose of this post should remain constant but the duties and responsibilities may vary over time within the overall role of the post.
The post holder will be required to demonstrate effective communication skills with medical, nursing and administrative staff at all levels within the organisation.
Communicate with patients, relatives and carers in a caring and empathetic manner, responding to enquiries face to face as well as telephone enquiries. At times the information may be of a sensitive nature and the ability to deal with emotional/distressed patients/visitors with tact and understanding is essential. The post holder will also be required to deal with communication barriers i.e. language/cultural difference and patients with physical/mental needs.
The post holder must also have the ability to communicate by written and electronic means.
The post holder will also be required to communicate with medical and nursing staff based within Acute Medicine regarding patients registered in the department, as well as liaising with other members of Cwm Taf Morgannwg Health Board and external agencies, ensuring adherence to confidentiality and data protection at all times.
Answer telephone enquiries, take messages and liaise with appropriate staff as required passing on the information in an accurate and timely manner.
Liaise effectively with other internal departments as required e.g. Wards, Medical Records and Radiology.
To organise own workload, prioritising daily tasks.
To plan and organise clerical duties such as photocopying patient records, retrieving patients records, filing etc
Maintain data accuracy using the WPAS system and ensure that all paper based record keeping is kept up to date.
Request, retrieve and amalgamate notes as required ensuring confidentiality is respected at all times.
Answer telephone enquiries and liaise with the appropriate member of staff.
To provide a general reception service providing non-clinical advice/information to patients/clients with regards to general queries, attendance, admissions and review clinics.
The post holder will ensure the safe use of office equipment, reporting any faults to the Departmental Manager in order that maintenance can be carried out.
Be responsible for ensuring adequate supplies of office materials, identifying when stocks are depleted and reordering as necessary.
Use own initiative to problem solve issues which are not straightforward and have a choice of options, dealing with enquires such as clinical appointments, answering non clinical queries regarding patients admissions, prioritising enquiries – within own limitations of role, contacting clinical staff when necessary.
Post, receive and open all departmental mail and carry out any necessary tasks generated by such mail, adhering at all times to both the Data Protection Act and Health Board policies in accordance with confidentiality.
Ensure all admissions and associated case notes are located/recorded/tracked to the correct location. (To allow this to be managed efficiently the use of WPAS is paramount).
Deal sensitively with patients/relatives/members of the public presenting in the department or on the telephone with a query or complaint. You should have the ability to defuse informal complaints and know the procedure of forwarding the complainant in the right direction. Depending on the enquiry, reassure patients, seek advice and always record the time, date and nature of the call.
Deal with enquiries from within the Health Board, extended NHS and outside Agencies in connection with patient management, liaise with a multi-disciplined team within the emergency care centre. Where necessary deal with enquiries arising from external agencies e.g. police.
The post holder must adhere to departmental, Health Board and WAG policies, procedures and protocols in relation to the management of medical records when dealing with a range of queries from both internal and external sources eg Data Protection, Freedom of Information Policy, HAQU Standards of work.
They will also be required to ensure Health Board and statutory policies and procedures are followed and implemented, and report any problems in doing so.
Follow Health Board policies and procedures in the safe storage of information and confidentiality.
The post holder will be required to propose changes to working practices in own area of work.
Inform the Nurse in Charge of any concerns regarding vulnerable adults or children as per policy.
Report any untoward incidents to department manager/senior nurse.
The post holder will be required to input patient’s personal related data into the Clincial Portal and WPAS system and patient case notes in a timely and accurate manner on a daily basis
Duties involve maintaining, scanning, amalgamating and filing of patient case notes ensuring they are stored or disposed of in accordance with department protocols.
The post holder, whilst working within established departmental procedures and protocols, exercises own initiative when dealing with enquires. Advice and guidance is available from department supervisor/ senior nurse if required for all enquires of a non-routine nature.
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac

Please refer the Job description for details