WARD CLERK

The role of the Ward Clerk Officer is primarily to provide administrative support in the TUN Directorate Wards

Candidates must be available to work between the hours of 7.30am to 18.30pm

Role of Ward Clerk

• The primary responsibility of the Ward Clerk role is the maintenance of the patient record.
• Under the general supervision and following established policies and procedures, provides an efficient, friendly clerical support service to internal and external customers.
• Serves as a key communication link between the healthcare team, patients, families and other hospital departments.
• Assists in the collection of data for statistical purposes as required.
• Provides cover (Grade III Clerical Support) for the wider Directorate as and when required.

KEY TASKS

• Receive and process telephone enquiries.
• Make outgoing calls as directed by CNM2.
• 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 patient’s details
• Ensure Death Certificates are completed by relevant teams.
• Liaise with CNM2 regarding patient’s due for discharge
• Book transport through main reception desk, if appropriate and maintain communication with them regarding any changes.
• Ensure that Out Patient appointments are made for patients due for discharge.
• Maintain good office procedures, sort and distribute post, order and maintain appropriate stationary level in the unit, monitor and maintain office equipment and supply inventory.
• Ensure that all obsolete computer printouts are discarded as per hospital policy.
• Report any maintenance work required to Technical Services Department as directed by CNM2.
• Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospital’s infection control policies and procedures.
• Photocopying/Scanning as required
• Hospital Mandatory training
• Identify opportunities for improvement and initiate steps to accomplish same
• Any other duties assigned to you by your manager

PATIENT MEDICAL RECORD

• Ensure that the Medical Record is available for all patients.
• Ensure that all medical records are tracked in and out of the ward/outpatient clinics to appropriate division, i.e. Consultant Secretary, Coding Department etc. in accordance with hospital policy.
• Report missing medical records, conduct a search within the Directorate , check possible location on the tracking system and report the outcome to the Medical Records Department and CNM2
• Ensure that the Medical Records are kept to a high standard during the patient’s admission/OPD visit in accordance with the Healthcare Records Management Policy.
• Ensure charts when needed are sent to Quality Control.
• Ensure weekly Chart Tracking Audits are carried out in line with Healthcare Records Management SOP.
• Data Quality – be familiar with Healthcare Records Policy.
• Ensure that the medical record on discharge of the patient is adequately prepared in accordance with medical record policy for maintaining records and sent to the Coding Department.

CONFIDENTIALITY:

In the course of your employment you may have access to, or hear information concerning the medical or personal affairs of patients and/or staff, or other health,Services business.

Such records and information are strictly confidential and unless acting on the instruction of an authorised officer, on no account must information concerning staff,patients or other health service business be divulged or discussed except in the performance of normal duty.

In addition records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.

COMPETENCIES

The general competencies apply as with the Grade III panel. The individual assigned to this post will be self-assured, organised, computer literate and flexible. The candidate will have a high level of awareness of the importance of preserving confidentiality. It is recognised that a period of induction training will be required to provide the post holder with an understanding of the role.

This job description represents the main areas of responsibility and is subject to review and amendment in the light of developments.

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:

1. 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 proper discharge of the office.

          (C) Administration experience, computer literate, flexible and have a high level of awareness

of the importance of preserving confidentiality.