Detailed job description and main responsibilities

·         Deal with enquires, including telephone enquiries in conjunction with and under the direction of the nursing staff.

·         Maintain hospital notes in accordance with PHNT policies and procedures.

·         Receive patients, relatives and visitors to the unit.

·         Enter admissions, transfers and discharges on iPM, including ward and department transfers and updating patient information where necessary, within half an hour of patient movement when on duty.

·         Admit and discharge patients from the outpatient clinics run on the unit.

·         Ensure that notes are traced to the unit and traced correctly on iPM.

·         Maintain case notes, re-filing and creating additional volumes where necessary, ensuring all clinical notes are in the current volume, and adding new volumes to iPM.

·         Print front sheets and ensure adequate addressograph labels are available for all patients.

·         Ensure wristbands are printed for all inpatients/day case patients.

·         Trace notes in and out of the unit using iPM.

·         Take, or where relevant, telephone any requests for investigations to relevant departments.

·         Liaise with other departments regarding investigations, recording appointments and pre details in the ward diary and relaying any information to nursing staff and patients.

·         Book transport for admissions, transfers or discharge as required.

·         Get case notes prepared for porters or ambulance crews, photocopying any relevant clinical notes for patients going to hospitals outside of the Trust.

·         Keep notes trolleys clean and tidy.

·         Take red top referrals to consultant secretaries or departments after logging them on the computer system.

·         Distribute and deal with email, re-directing as necessary.

·         Photocopying paperwork and booklets as required.

·         Email information within the Trust as required.

·         Liaise with MEMS, estates and IT with regard to broken equipment.

·         Be required to provide cover for the bookings clerk during periods of absence.

GENERAL TO ALL

·         Answers the telephones in a timely polite manner dealing with patient and relative enquiries, taking advice from the senior nurse were appropriate.

·         Be competent with the iPM computer system

·         Maintenance of case notes, including investigation reports, ensuring that all contents are filled strictly in accordance with the order laid down.

·         Attend & contribute to Unit meetings.

·         Assist & teach new staff members regarding working arrangements, Trust policies and strategies.

·         Ensure work is complete and followed through at the end of the shift, communicating with colleges to ensure incomplete jobs are completed the same or following day.

COMMUNICATIONS & WORKING RELATIONSHIPS

• Build and sustain effective communications with other roles involved in the health community as required to ensure good team working and collaborative working practices in particular.
• Work collaboratively within in multi-disciplinary team and participate in the training of locum and support staff to Ward/Trust policies and routine.
• Daily contact with patients, relatives and all other grades of hospital staff.
• GP’s
• External agencies as required.

OTHER

·         Exceptionally busy and stressful workload under significant time pressures and deadlines.

·         Requirement to exert physical effort when dealing with quantities of notes

·         Requirement to work at a VDU screen for at least 75% of the working day

·         Sitting in a restricted position for long periods of time