Ward Clerk - UPMC Aut Even

Ward Clerk - UPMC Aut Even

Location: Aut Even Hospital
Job type: Fixed Term

Overview of role:

UPMC Aut Even Hospital are recruiting a Ward Clerk on a full-time, fixed-term 12 month contract. The purpose of the Ward Clerk is to provide an administrative function to the Day Services Area including Day Surgery Unit and First Floor, supporting nursing and medical staff in the smooth day-to-day running of the ward area.

Primary Duties and Responsibilities:

Admissions and Communication

Meet and greet patients and visitors.
Keep open communication with the nurse in charge on a daily basis.
Deal with all telephone calls to the department in a professional and efficient manner and ensure all calls are directed to the relevant people capable of dealing with the enquiry.
Collect admissions from reception when requested.
Ensure all admissions to department are entered on iSoft.
Ensure iSoft accurately reflects patient details and liaise with admissions in relation to bed availability.
Liaise with nursing administration as required.
When necessary arrange tests outside Aut Even and arrange appropriate mode of transport for patient in consultation with nursing or medical staff.
When necessary arrange transfer of patients to other departments or hospitals, ensure all appropriate information is photocopied to accompany patient
Organise clinic appointments, G.P appointments where necessary.
Encourage patient to complete patient satisfaction/feedback forms.

Medical Chart Management
To ensure the day-to-day maintenance of patient medical notes. This will include follow up on reports; ensure all test results are filed in patients chart in current admission and in appropriate sections in line with Hospital Medical Record Policies.
Manage the charts of LA’s via theatre.
To ensure that medical notes, investigation reports, and X Rays pertaining to patients are available at all times. Including X-ray films if required for surgery.
To ensure that patient identification details are correct and up to date.
To maintain patient confidentiality in respect of held records, in accordance with Hospital Policy.
To retrieve notes, X Rays to / from other departments within the hospital.
To prepare notes of patients going to other hospital departments or referring hospitals, as directed by the Nurse in Charge, and in accordance with policy.
Retrieval of patient’s blood results from the system when requested by medical staff.
Ensure all x-ray results; nursing and drug administration Kardex are filed in patient’s chart following discharge and prior to collection by Accounts department.
Upon discharge return x-rays to x-ray department for filing.
Ensure discharge letters / notes are distributed in a timely manner and filed accordingly.

Office Management Duties
Ward reception duties, organisation of non-clinical areas, i.e., nurses’ station.
Maintain an adequate stationary supply for use within the clinical area, by the multi-disciplinary team.
To ensure that requests for photocopying etc, are met in a timely manner and are complete.
To distribute post and redirect mail as necessary.
Ensure fortnightly payroll timesheets are completed, legible and approved by the CNMII in line with payroll deadlines.
Ensure Theatre Lists are up to date and available at all time to clinical staff.
To offer administration support to the CNMII or deputy as requested around clinic audits.
To complete all administration duties as requested including typing, photocopying and faxing.
Discharge patients on computer system.

Patient Interaction
On occasion the ward clerk maybe required to assist in the transportation of a patient or required to accompany a patient to another healthcare facility.

Personnel
Follow uniform policy reference

General
Through the course of the working day or week there maybe a requirement to work in other areas of the hospital in line with patient requirements as requested by your line manager/deputy or nurse management.
Staff must produce satisfactory documentary evidence of all training and experience claimed by them, if required to do so by the organisation.
To respect the organisational values of the Hospital.

Quality & Safety – Safe Culture
Quality and Safety are rooted in the daily work of all individuals at UPMC.As an employee you are required to actively participate throughout your working day in pursuit of excellence.
You are required to work in conjunction with your line manager in the planning, monitoring, analysing and improvement of all quality programmes.
Participate in the development of performance indicators in conjunction with your department manager and the business objectives.
Initiates, participates in and evaluates audit according to JCI, Hospital policy and Lean requirements under the guidance and supported by an audit lead.

Health & Safety
UPMC employees are required to ensure that they take reasonable care to protect their own safety, health and welfare and that of any other person who may be affected by their acts or omissions.
Employees must co-operate with UPMC to ensure safety, health and welfare at work and report anything potentially dangerous at work of which they become aware. Staff are expected to abide by guidelines/policies and all Incidents and near misses.
All employees are required to attend an education sessions on Fire Health & safety on an annual basis.

Information Governance
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. Such records and information are strictly confidential, unless acting on the instructions of an authorised officer, on no account must information concerning staff or patients 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.

Qualifications & Experience:

• Have excellent administrative and organisational skills.
• Have excellent interpersonal skills and the ability to communicate effectively with management, consultant staff, staff, patients, public and outside agencies.
• Hold a relevant Third Level Qualification
• Knowledge of general office procedures is essential.
• A minimum of two years relevant work experience
• Have excellent interpersonal skills and the ability to communicate effectively with management, consultant staff, staff, patients, public and outside agencies.

UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues.

Compensation – Competitive pay for the work employees do – base pay, performance related pay and premium pay where applicable.

Benefits – Fully paid maternity and paternity leave for new parents. Competitive Pension Plan, company funded Death in Service Benefit x 3 times. Critical Illness cover for all employees up to the age of 66.

Performance and Recognition – Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme.

Work-Life Balance – Enhanced annual leave up to a maximum of 27 days. Flexible working opportunities to support you to work around external family commitments.

Development and Career Opportunities – Opportunities for each employee to reach their career goals through continued learning and/or advancement.

About UPMC

A $26 billion healthcare provider and insurer, Pittsburgh, Pennsylvania-based UPMC is inventing new models of patient-centred, cost-effective, accountable care. Working in close collaboration with the University of Pittsburgh Schools of the Health Sciences, UPMC shares its clinical, managerial and technological skills worldwide through its innovation and commercialisation arm, UPMC Enterprises, and through UPMC International.

Providing high-quality healthcare in the South East since 2006, UPMC’s operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations at UPMC Whitfield and in Cork, the UPMC Sports Medicine Clinic at SETU Arena, Waterford, TUS Moylish Campus, Limerick, TUS Thurles Campus, Tipperary, and the UPMC Concussion Network. The UPMC Institute for Health is located in Mayo and the Global Technology Operation Centre is based in Kilkenny. UPMC is the Official Healthcare Partner of the GAA and GPA.