Job Description

To provide a comprehensive ward clerk service to wards within ABHB, ensuring each ward complies with good medical records practice, receiving and taking messages as appropriate and passing on all relevant information to the ward manager/ward clerk supervisor. Maintaining confidentiality, at all times.

1. At the beginning of each shift obtain a list from CWS of patients currently on the ward. Compare with patient names on white boards.
2. Check patient case note trolleys to ensure all case notes are present and tracked accurately, ensuring bed number and patients name correspond with white board. Request missing case notes.
3. Ensure there are continuation sheets, mount sheets, consent forms and x-ray request forms at the end of each trolley.
4. Ensure Clinical Workstation (CWS) is up-to-date and ensure it is continually updated throughout the day within 15 mints of admission/transfer/discharge.
5. Ensure all case notes received and transferred from the ward are accurately tracked on PAS.

6. Ensure demographic details are up-to date on CWS/case notes/patient labels.

7. If patient has overseas visitor status action accordingly.
8. Ensure patient status is changed from assessment to medical or surgical.
9. Print E-Discharges.
10. Request patient case notes via e-mail or telephone in accordance with ward policy.
11. On receipt of case notes ensure they are tracked to the ward and file any clinical notes created on admission.

12. Prepare case notes in accordance with Health Records Standards and protocols.
13. File results, only when signed by one of the medical team.
14. Following discharge ensure all nursing documentation is filed in the case notes appropriately and print E discharge if completed.
15. Place case notes in agreed location for onward distribution ensuring the case notes tracking is updated.
16. Case notes are a legal document.

Admin Duties:

17. Alert Medical Team when a Death Certificate requires completing
18. Ensure all waiting lists are displayed on ward and elective patient notes are present and tracked to ward
19. Assist in creating a warm, friendly atmosphere on the ward by welcoming patients, visitors etc. and dealing with them appropriately.
20. Reception duties, answering the telephone, receiving, recording and forwarding relevant messages.
21. Photocopying, faxing, transferring e-roster’s onto computer, print bank usage from previous week and record all bank requests on computer system.

Using various CRM systems to check patient’s records, organization of mail, updating bed coordinator with bed status, arrange transport, maintaining a confidential information and various ad hoc duties throughout the post.

Work remotely:

• No

Required Knowledge, Skills, and Abilities

Experience: ward clerk: 1 year (Preferred)· Good standard of education · ECDL qualification or willingness to undertake · Knowledge of Health Records systems and processes · Good communication skills · Ability to use initiative · Polite and professional telephone manner · Ability to perform well under pressure · Ability to be accept responsibility · Ability to speak Welsh · Previous clerical experience or similar · Ability to follow instructions · Knowledge of IT Systems · Flexible to the needs of the service · Demonstrate a commitment to achieving high quality standards of work. · Accurate and methodical in all aspects of work. · Willingness to work under direction but also a self-starter.