Ward Clerk
Job summary
Key responsibilities include reception duties, preparing and organising patient documentation, supporting patient flow, updating information on EPIC, and liaising with internal departments to ensure timely communication. The role requires excellent communication, customer service, organisational and IT skills, along with the ability to prioritise a varied workload. Previous experience in hospital or medical administration is desirable, though full training will be provided. This is an excellent opportunity for a motivated and caring individual to join a dynamic, supportive team and contribute to the delivery of high-quality haematology services.
Main duties of the job
To be responsible for the administrative organisation and smooth running of the wards as detailed on the work programme, including the pulling and preparation of notes, the accurate recording/inputting of data related to the clinic and patient demographic details.
To conduct the business of the reception desk/area quietly and calmly; communicating effectively with patients, nursing, medical and other staff to promote the best environment for the efficient running of the clinic.
Where relevant to the service to provide an efficient and responsive service ensuring the Two Week Wait Cancer Initiative is adhered to.
About us
The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job description
Job responsibilities
Patient Records Management
- To update and maintain accurate complete patient data on the computer based system (EPIC) and medical records.
- To conduct quality audits as requested by the medical team.
- To enter and retrieve data from all current Trust computer systems in place (EPIC) to acceptable data quality standards.
- To ensure that all GP summaries are mailed within 24 hours of patient discharge.
- To record/update/retrieve data using EPIC computer systems and any new systems as they are introduced, to acceptable data quality standards. To record data using any manual systems in place.
- To record/update/retrieve data using EPIC computer systems and any new systems as they are introduced, to acceptable data quality standards. To record data using any manual systems in place.
- To work as a member of the Inpatients clerical team. Whilst the post holder will be based in an agreed area they may be expected to cover work within other areas of the Care Group as service demand dictates.
- To record/update/retrieve data using EPIC computer systems and any new systems as they are introduced, to acceptable data quality standards. To record data using any manual systems in place.
Patient Care/Patient Liaison To welcome patients and their relatives/visitors onto the unit, ensuring that security and infection control measures that are in place are adhered to.
- To liaise reception in clinics including, booking follow up appointments, keeping patients informed of any delays to their appointment and maintaining accurate records of patient attendance, departure time, appointment outcome and ensuring patients personal details are up to date.
- To answer ward telephone enquires promptly, efficiently and politely, resolving local issues and referring on to other relevant staff as appropriate.
- To ensure that the reception desk and waiting areas are maintained in a presentable manner.
- To deal with patient and staff enquiries clearly, by phone and in person, promptly, efficiently and politely, resolving local issues and relaying messages where necessary.
- To observe and maintain the confidentiality of patient records and staff information.
- To liaise with the ward manager/nurse in charge to ensure that they are aware of any potential problems with in the ward.
- Send and receive data information adhering to data protection policies.
- To book out-patient appointments and transport for patient. To print off Booked Admission referrals as required.
- To ensure How we are Doing Surveys are completed during patients transfer and discharge.
- To liaise with medical, nursing, midwifery and other staff as required.
- Where relevant to the service to ensure all Two Week Wait patients are issued with an appropriate appointment, and that this information is then either faxed or phoned through to the Two Week Wait office within the appropriate time scales (Haem outpatient ward clerk only)
Administrative
- To open and distribute mail, forwarding letters to patients who have already been discharged.
- To provide cover of other haematology clinical areas on an ad hoc basis as required in the event of annual leave, sickness etc.
- To help with the training of new members of staff as appropriate.
- Order stationary supplies for the ward and keep track of the progress of these orders through the use of (KFM, )materials management ordering systems.
- To assist in the maintenance of the environment (reporting maintenance issues) and filing system of hospital records held within the clinic area and to undertake any audits that are required
General
- The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
- To observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
- We want to be an organisation where everyone shares a commitment to delivering the very best care and feels like their contribution is valuable and valued.
Person Specification
Education and Qualifications
- Training certificates in administration, customer service, or healthcare support
- NVQ level 3
Communication & Relationship skills
- Good written and verbal communication skills, including legible handwriting and an effective and courteous telephone manner.
- Competent IT Skills
- Ability to demonstrate commitment to and skills in customer care.
- Ability to record accurate information.
Knowledge and Experience
- Previous NHS clerical or healthcare administration experience.
- Experience using EPIC or other electronic patient record system
- Knowledge of patient flow process
Skills and Competencies
- Ability to work under pressure within a co-operative multi-disciplinary team-based working environment
- Effective in managing own time
- Able to plan and organise ongoing activities and work programmes
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name
King's College Hospital NHS Foundation Trust
Address
King's College Hospital NHS Foundation Trust
Denmark Hill
London
SE5 9RS
United Kingdom
Employer's website
https://www.kch.nhs.uk/