Grade III Ward Clerk Neurocent Directorate

Position Summary:

The successful candidate will assist in the provision of an effective consistent and efficient level of administrative support at ward level. This post will also provide a cross-cover service within the Neurocent Directorate on an as required basis as per service and line manager requirements.

Other duties may include (but are not limited to):
The primary responsibility of the Ward clerk role is the maintenance of the patients healthcare record.
Flexible working approach as per demands of the busy Neurocent Directorate service
To provide an efficient friendly clerical support service to internal and external customers.
Serve as a clerical resource person for the nursing team for individual aspects of patient care. Serve as a communication link between the heathcare team patients families and other hospital departments.

Patients Healthcare Records:

Ensure that there is a healthcare record available for all patients attending the Ward.
Ensure that all healthcare records are tracked in and out of the ward to the appropriate department e.g. Consultant Secretary Coding Department or Medical Records Department in accordance with hospital policy.
Report missing healthcare records - conduct a search within the Ward/Directorate check possible location on the tracking system and report the outcome to the Medical Records Department and the Clinical Nurse Manager/Nurse in Charge.
Ensure that healthcare records are maintained during the patients episode of care in accordance with the Healthcare Records Management Policies and Procedures. This includes but is not limited to ensuring all elements of the healthcare record are filed appropriately that there are sufficient blank continuation sheets inserted to facilitate recording of the patients care liaising with the Medical Records Department (QC section) regarding the splitting or recovering of healthcare records as required.
Ensure that a weekly Chart Tracking Audit is carried out in line with the Healthcare Records Tracking Policy and SOP.
Ensure any labels/stickers within chart are from current admission and that any from previous episodes are removed.
Ensure that the healthcare record on discharge of the patient is managed in accordance with Healthcare Records Management Policies and Procedures and then sent to the Coding Department.

Reception

Receive and process telephone enquiries.
Make outgoing calls as directed by the Clinical Nurse Manager.
Receive visiting staff and visitors to the Ward and assist with their enquiries.
Direct visitors to patients as appropriate.

General

Verify and maintain accuracy of bed census.
Update computer system with bed changes discharges and notify Admissions of changes in patients details.
Ensure Death Certificates are completed by relevant teams.
Liaise with Clinical Nurse Manager/ Nurse in Charge regarding patients due for discharge.
Book transport through Main Reception desk if appropriate.
Ensure that outpatient appointments are made for patients due for discharge.
Ensure that all x-rays are managed appropriately.
Maintain good office procedures sort and distribute post order and maintain appropriate levels of stationary in the unit monitor and maintain office equipment and supply inventory.
Ensure that each patient signs a Patient Eligibility Form and any other relevant documentation on admission as required.
Report any maintenance work required on ward to Technical Services Department as directed by Clinical Nurse Manager / Nurse in charge.
Be familiar with the appropriate standards in relation to evaluation of infection control data compliance with hygiene audits and the hospitals infection control policies and procedures.
Photocopying / Emailing as directed.
Co-ordinate the administrative aspects of High Tech prescriptions in accordance with Unit Policy.
Complete appropriate hospital mandatory training.
Identify opportunities for improvement and initiate steps to accomplish same.

Selection Criteria:
Selection criteria outline the qualifications skills knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.
Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

Professional Qualifications Experience etc
(a)Eligible applicants will be those who on the closing date for the competition:
(i) Obtained at least grade D (or pass) in Higher or Ordinary level in five subjects from the approved list of subjects in the Department of Education established Leaving Certificate Examination or Leaving Certificate Vocational Programme or Leaving Certificate Applied.
Or
(ii) Passed an examination of at least equivalent standard
Or
(iii) Satisfactory relevant experience which encompasses demonstrable equivalent skills
And
(b) Candidates must possess the requisite knowledge and ability including a high standard of suitability and administrative ability for the discharge of the office.

Desirable:

Relevant hospital experience 1 year
IT skills
Knowledge of BHIS PIPE