Role of Ward Clerk/ Clerical Officer

• 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.
• This role involves significant manual handling duties including the pulling of patient’s health records on a daily basis, collection and delivery of charts to relevant areas throughout the hospital campus.

KEY TASKS

Ward Clerk

• Receive and process telephone enquiries.
• Make outgoing calls as directed by senior nursing staff and/or supervisor.
• Receive visiting staff and visitors to the Ward and assist with their enquiries.
• Direct visitors to patients as appropriate.

Clerical Support

• Retrieve patient’s charts from Medical Records Department and elsewhere throughout the hospital campus
• Provide administration support to the Directorate
• Helping in overall smooth running of a busy ward
• Participate in cover for Ward Clerks / Vascular Lab or any other area within the Directorate as deemed appropriate by the 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/department 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 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.

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 discharge summaries are completed in a timely manner by relevant teams
• Ensure Death Certificates are completed by relevant teams
• Liaise with CNM2 regarding patients 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.
• 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.
• Hospital Mandatory training
• Identify opportunities for improvement and initiate steps to accomplish same
• Any other duties assigned to you by your manager

CONFIDENTIALITY:

In the course of your employment you may have access to, or hear information concerning the medical 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.

SELECTION CRITERIA

Selection criteria outline the qualification, skills, knowledge and/ or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities for 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 proper
discharge of the office.

Age

Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within the meaning of the Public Service Superannuation
(Miscellaneous Provisions) Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs.

Health

Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and
efficient service.

Character

Candidates for and any person holding the office must be of good character.

Desirable:

• At least 1 year or more experience working in a healthcare environment
• Experience in admissions, patient registration, and/or outpatient clinics

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 role involves significant manual handling duties including collection and delivery of patient health records to relevant areas throughout the hospital campus

Informal Enquiries ONLY to: