About this role
Job summary
We are looking to recruit both full-time and part-time band 3 Ward Clerks to work closely with the clinical staff and Ward Managers on a number of our AGM wards.
The purpose of this role is to provide an efficient and high standard of clerical service to the wards; to ensure that a welcoming and professional greeting is provided to patients and visitors; to ensure the smooth running of the admission and discharge process for patients on the wards and to ensure accurate and timely completion of unit databases.
Main duties of the job
The role of a ward clerk is 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.
Full training for this post will be given.
The role of a ward clerk lends itself to individuals who like to use their initiative, those who enjoy working within a varied working environment and who thrive supporting and 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.
About us
Oxford University Hospitals NHS Foundation Trustis 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 herewww.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 thisDelivering Compassionate Excellenceand 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 theOUH YouTube channel.
Job description Job responsibilities
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.
RESPONSIBILITIES
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.
Person Specification
Essential criteria Essential
GCSE or Equivalent in Maths and English Experience in telephone in a professional setting Experience dealing with public in a professional setting Good level of IT (Microsoft)
Desirable
Working in healthcare Admin experience
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Oxford University Hospitals NHS Foundation Trust
Address John Radcliffe Hospital
Headley Way
Oxford
OX3 9DU
United Kingdom
Employer's website https://www.ouh.nhs.uk/ (Opens in a new tab)