1. Office Administrative Duties:
 Providing administrative support to the nurses on Cumberlege Ward and the Children's Nurses.
 Being aw are of changes to current and future admissions (via Compucare, Outlook, etc.) and carrying out the relevant actions to meet
those changes requiring liaison w ith Bookings and Nursing Teams.
 Using Patient Administration System (PAS), Excel spreadsheets and Compucare to locate patient casenotes or other relevant
documentation.
 Calling out and answ ering the office telephone and dealing w ith queries or requests and/or passing on all relevant information from
Medical Secretaries, nurses, ward clerks fromother departments, and on occasion consultants and patients.
 Using Outlook (one personaland one shared e-mail address) to correspond and dealw ith queries or requests (as above).
 Sourcing patient casenotes directly from, or by liaising w ith Medical Archives.
 Requesting and later collecting microfilm printouts fromMedical Archives to be inserted into casenotes.
 Liaising w ith Outreach Depts. in various hospitals regarding the sourcing of patient casenotes.
 Using Recall (storage and maintenance services) online systems forrequesting/dispatching patient casenotes and liaising w ith Recall
staff for the delivery and collection of Recall boxes.
 Collection of medical documentation and opening post from various locations around the hospital and seeing to its delivery to the correct
personnel/departments (e.g. Finance Dept.) or insertion into patient casenotes.
 Ensuring that medical documentation (frequently in digital format) fromSecretaries or medical staff is printed and correctly filed aw ayinto
patient casenotes thus keeping health records as current as possible.
 Using WinDip to retrieve scans of old patient history and to print and file aw ay this documentation into casenotes.
 Ensuring all other documentation/investigations such as biometry and blood results, pathology reports, correspondence and X-rays are
filed aw ayinto casenotes as and w hen necessary.
 Using Word to transfer incompatible data/images (jpgs, pdf) to a readable format (additional medical documentation) to be inserted into
casenotes.
 Using PAS to update and trackthe location of sourced patient casenotes.
 Preparing, maintaining the upkeep of and/or the creation of patient casenotes for their upcoming admission w ith the relevant
documentation needed for surgery.
 Being responsible for filing aw ay casenotes in a safe location ready for the admission date.
 Providing the Cumberlege Nursing Team and the Children's Ward w ith a daily admission list, an injection list and casenotes (created and
or tracked again via PAS) so that the Ward may be properly organised and ready for the next day's patients.
 Informing Nursing Team of w hich patients need to contact the Finance Department for outstanding payments.
 Using Compucare and PAS to accurately enter the relevant details of their admission and discharge such as times and rooms in w hich
s/he stayed using Admission Books.
 Using PAS and Compucare for the preparation of casenotes to be returned to Medical Archives afterpatient admissions.
 Having unofficialresponsibility over late afternoon and evening Bookings staff to ensure smooth running of Ward administration in
absence of the Administration Supervisor, Finance/Admissions Manager and Admissions Coordinator esp. for ad hoc, unplanned for,
additional patients or emergencies. - Often requiring continued presence beyond shifts untlissues are resolved.
Ancillary Office Duties:
 When any notew orthyerrorsoccurduring a patient's admission an Incident Report must be submitted.
 Keeping abreast of all other incoming e-mails in Outlook.
 Merging of Hospital Patient Numbers w hen a patient erroneously has multiple numbers on PAS.
 Continuously endeavouring to source primary casenotes when PAS tracking as failed and/or other routes are exhausted w hen in
posession of Temporary casenotes.
 Destruction of actualphysicaltemporary casenotes when primary casenotesare found and is reflected on PAS.
 Creation of multiple Volumes w hen a patient's health records exceedsmanageability or physicallimits of the casenotes and is reflected
on PAS.
 Creating and sharing screenshots with relevant colleagues and personnelw ith the aim of resolving any potential IT problems or issues
w ith medical documents.
 Maintaining and developing w ritten procedures relating to the role of Ward Clerk.
 Keeping and updating a digital directory of internaltelephone numbers or other important contact details.
 Keeping of a shared folder of digital documentation such as Registration Forms, Charge Sheets, etc.
 Basic background know ledge of OpenEyes - may also be referred to for Children's admissions through the NHS.
 Lastly, ad hoc copying, faxing, and/or scanning of documentation w hen necessary.
General Non-Administrative Duties:
 Meeting numerous deadlines throughout a w orking day w ith the appropriate and necessaryworkload.
 When in the Ward Clerks’ possession, being responsible for the good condition of patient documentation and health records.
 Throughout, ensuring care and confidentiality of sensitive material in compliance w ith the Information Governance Policy.
 Having know ledge of the extensive Medical Archives library and procedures to source casenotes.
 Maintaining communication and good w orking relations w ith allstaff and providing patients w ith assistance and care.
 Being aw are of potentialhealth and safety risks and taking appropriate measures in ensuring safety for patients and staff by informing
line-managers or relevant department.
 Attending meetings as appropriate.
 Participation of appraisals w hen scheduled.
 Informing the line-manager of planned holiday and other upcoming appointments.