Ward Clerk

Detailed job description and main responsibilities

·    To maintain accurate and up to date computer records including using Trust Clinical Database (RiO) as required by Ward manager or clinical staff.

·       Ensure information is updated e.g. care group lists; catchment areas etc.

·     Ensure that Admission Checklist is up-to-date and includes all relevant requirements.

·    After admission of patient, ensure that all information required on the Admission Checklist has been completed, chasing staff to complete where information has been missed.

·     Maintaining training matrix for the ward, ensuring staff are up to date with mandatory training, pro-actively sending out reminders and chasing staff on behalf of Ward Manager.

·    Update Healthroster on a daily basis i.e. staff sickness, annual leave, shift changes etc for validation by Ward Manager and chase sickness certificates from staff as directed by Ward Manager.

·       Audit client observation sheet ensuring that information is completed i.e. Consultant’s name, what section patient is on, what level of observation and why on that level of observation.  Check that observations have been carried out as per Directorate Policy, reporting any omissions to Ward Manager.

·     Ensure that Wand and infection control audit files are kept up to date, filing audits as received by nursing staff.

·    Ensure old Section 17 documentation is crossed through and filed in notes at the end of each week.  Keep Section 17 and leave files up to date, ensuring old information is disposed of.

·       Ensure there are clean leave sheets in files at the beginning of the week.

·  Cover telephones to allow staff protected time with patients and protected meal times.

·  Ensure that Welcome Packs for patients and families/carers are maintained and accessible.

·     Allowing access and egress from the ward area, collecting official visitors from reception as and when required e.g. Solicitors.

·       Ensuring ward area has enough patient information and leaflets.

·       Ensure notice board is kept up to date, removing out of date items.

·     Communicating between patients, patients’ families and liaise with ward staff as required.

·     Dealing with queries from patients, relatives and multidisciplinary teams, both in person and on the telephone.

·  Responsible for implementing and maintaining effective patients and team filing systems, ensuring that patients records are kept safe, confidential and up to date.

·    Responsible for tracing, filing, scanning and archiving of medical ward notes as required.

·        Undertaking of photocopying, distributing material as required.

·       Ordering of stationery, clinical supplies and maintaining stock levels as required on the ward using e-requisitioning. Taking delivery of stationery, supplies, checking they are correct.

·       Managing and distributing all post for ward staff and patients.

·     Logging of maintenance problems with facilities and pro-actively chasing ensuring timely repairs.

·       Booking transport for escorts of patients as and when required.

·      Attending staff meetings on the ward including taking of minutes for the team under direction of Ward Manager.