Ward Clerk

at  University Hospitals Sussex NHS Foundation Trust 279

Communication Answer the telephone in a timely and courteous manner; ensuring appointments are made efficiently whilst dealing with the public and in a professional and sensitive manner. Provide information either in person or over the phone to visitors regarding ward routine, infection control, procedures and patient condition updates, where they may be barriers to understanding, as provided by the nurse in charge. To collect essential information either via the telephone or directly and communicate with the appropriate member of the ward team. To receive and make telephone calls as needed and as directed by the ward staff.
To handle difficult situations in a calm and professional manner. Make all referral appointments in accordance with the templates and in chronological order, setting or adjusting templates as requested. Negotiate with patients to book a suitable appointment within the national guidelines, dealing, sympathetically with patients where there may be barriers to understanding. To receive and direct patients, visitors and staff visiting the ward.
As directed by the nurse in charge, contact GP surgeries and other external agencies to obtain patient related information. Deal with difficult and challenging patients and relatives in a calm and polite way. Deal with enquiries and issues that have been escalated in an efficient, polite and courteous manner, providing a caring, compassionate, helpful and understanding service to patients, staff and the general public. Analytical and Judgemental skills To prioritise own and office workload completing most urgent job first.
To prioritise when it is necessary to interrupt medics and nursing staff to give information. Planning and Organisational skills Plan own and office daily workload. Involvement in planning patient discharges e.g. photocopying notes and booking transport.
Ensuring notes are available for ward attenders/elective admissions for the following day. Hiring equipment as requested by the ward sister/nurse in charge. Ensuring there are sufficient supplies of forms and other related equipment on the ward area. Liaise with and provide information to various service providers, clinicians and operational managers regarding the Clinic appointments to facilitate forward planning in these areas.
Enter all patient information onto Sema Helix for all patients arriving and leaving the ward and clinic area. Maintain ward attender details on planned OPD diary and Sema Helix diary entry. Plan and order notes to prepare for following days team Assist with patient flow by the timely printing of discharge summaries, checking all discharge summaries are published Liaising with nursing staff and contacting discharge lounge as appropriate to assist with patient flow. Liaising with other service providers to ensure OPD appointments are organised as appropriate.
Patient/ Client Care Assist patients as and when required e.g. pouring drinks and getting linen. Giving general non clinical advice when asked e.g. visiting time, staff names.
Dealing with bereaved relatives who may be in clinical area and appear distressed, offering bereavement book as appropriate. Act in role of fire warden if appropriate training provided Policy and Service Development Implementation To follow policies in own role which are determines by others. Ensure each patient is loaded onto the correct waitlist with the appropriate procedure code onto the PAS system in line with the Trusts policies and guidelines. Financial and Physical Development (inc.
equipment, stock etc) To observe personal duty of care in relation to equipment and resources used in the course of work. Handle cash and belongings when transferring to cashiers office or dealing with patient affairs. Be aware of cost implications and budgetary constraints when requesting stationary and other relevant wars equipment and promote cost effectiveness. Ordering of stationary for office and nursing team using the relevant ordering system.
Ensure the appropriate logging of clinic appointments generating the correct financial return. Hiring equipment as requested by the ward sister/nurse in charge. Ensuring there are sufficient supplies of forms and other related stationary on the ward area Ensure adequate supplies of specialist equipment and ordering as appropriate. Human Resources (inc.
developing and delivering training) - (Factor 9) Attend own IPR and set personal objectives. Provide advice and demonstrate own process to new, less experiences and other staff members to ensure service continuity. Maintain and enter information onto MAPS- chasing information on sickness certificates, leave, additional hours etc. with staff members and entering in a timely and accurate wayhighlighting any issues and concerns to appropriate manager.
Book staff training as indicated by the nursing team Access workforce report and advice ward manager re staff names who require training or IPR Adhere to uniform policy for clinical staff. Assist with the orientation of all new staff by requesting uniforms, IT access and smart cards Information Resources Record information on Sema Helix such as admissions and discharges to the ward area. Use Sema Helix to track patient case notes. Order equipment etc.
via the Serco system as advised by the ward manager. Provide information to nursing staff and patient as requested by nurse in charge using the pharmacy tracking system. Routine input of demographics data and personal details of patients using the computerised patient administration system (PAS) to provide the Trust with an up-to-date record of patient information and to ensure a high standard of data quality. Enter patient data onto Evolve syste

Please refer the Job description for details