Responsible for ensuring the administrative and clerical work related to patient care
are competently managed. To provide and effecting day-to-day clerical support to
facilitate the smooth running of the ward alongside the ward manager and senior
colleagues. This job role covers clerical duties meeting and greeting staff, patients
and visitors answering the telephone and dealing with all enquiries.
Ensure that all paper and computer stored data surrounding a patient episode is
completed accurately and promptly. Input, update and monitor patient confidential
information on Careflow alongside other Trust systems.
To deal efficiently and in professional manner enquires from both patients and staff
internally and externally.
When admitting patients, the following details must be checked and updated –
Title, Sex, First Name, Surname, Marital Status, Date of Birth, Religion, Ethnic
Group, GP Name, Practice name, GP applies, Address, Postcode, Next of Kin and
all telephone contact numbers.
- Ensure all patient discharge information is correctly filled out by nursing and
medical staff and where appropriate send to GP, Secretary, anti-coagulation
department and file copy in case notes.
- Open all incoming post unless marked to a specified member of staff. Process and
pass to appropriate members of nursing team.
- Be responsible for ensuring all the relevant correspondence is located.
- Answer telephone enquiries following departmental protocol, both internal and
external, from other members of staff, departments, patients/relatives and other
hospitals, referring them to the supervisory staff member when necessary.
- When elective patients arrive on the ward check correspondence, amending any
details on the Careflow. Add their details to ward admission book specifying date
of admission, consultant, and GP. Also ensuring that admission and discharge time
are recorded.
- Booking of post inpatient follow up appointments – patients leaving with follow-up
appointment in their hand Send follow up requests to relevant department/team.
Mark in file to record that the request has been made.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
- Ensure all patient discharge information is correctly filled out by nursing and
medical staff and where appropriate send to GP, Secretary, anti-coagulation
department and file copy in case notes.
- Open all incoming post unless marked to a specified member of staff. Process and
pass to appropriate members of nursing team.
- Be responsible for ensuring all the relevant correspondence is located.
- Answer telephone enquiries following departmental protocol, both internal and
external, from other members of staff, departments, patients/relatives and other
hospitals, referring them to the supervisory staff member when necessary.
- When elective patients arrive on the ward check correspondence, amending any
details on the Careflow. Add their details to ward admission book specifying date
of admission, consultant, and GP. Also ensuring that admission and discharge time
are recorded.
- Booking of post inpatient follow up appointments – patients leaving with follow-up
appointment in their hand Send follow up requests to relevant department/team.
Mark in file to record that the request has been made.
- To ensure where the patient no longer requires future follow-up that the Referral
is discharged using Pas Careflow
- To outcome and discharge referrals as and when appropriate.
- Arrange transport for patients being discharged home or to another hospital as
required.
- Report and log maintenance issues that may arise on ward. Liaising with Ward
Manager if necessary.
- Response to requests made by other internal departments for case notes. Send
as appropriate via courier service
- Organise appropriate transport and ensure original/photocopied notes and/or x
rays/x-ray reports are sent with the patient if they are transferred elsewhere.
- Record and participate in ongoing ward audits.
- Welcome visitors and patients, directing enquiries to the nurse in charge.
- Obtain information from patients to process any health insurance claim forms.
- Ability to exercise discretion to ensure that patient confidentiality is maintained,
and a professional, respectful hospital environment always exists.
- Monitor and maintain appropriate levels of stationery and order as and when
necessary, informing the ward manager of any potential problems in a timely
manner.
- Work as a team with other ward clerks, being considerate and flexible, and taking
the needs of your peers into consideration.
- Undertake photocopying for the ward and ensure that required levels of documents
are maintained.
