Responsibilities
* Ensure that all patient notes are kept up to date and filing is filed in the notes in line with the George Eliot Hospital Medical Records Policy.
* Provide an efficient and professional clerical service to the Nursing, Medical and Surgical Teams.
* Communicate with internal and external professional bodies, e.g. other NHS Trust's, Coroner, Police, District Nurses and other Allied Healthcare Professionals.
* Communicate over the telephone and personally with patients, patients’ representatives and relatives relaying accurate and applicable information as required.
* Make appointments for patients when they are discharged if required.
* Ensure that transport is booked for patients to be taken home when discharged if required.
* Take lead responsibility for ward requisitions and maintaining the ward stationery.
* Photocopy information for the Nursing Team and as and when required.
* Be responsible for the general tidiness of the workplace.
* Take lead responsibility to inform General Practitioners of all discharges/deaths by telephone within 24 hours.
* Contact IT Training Department to book training courses for members of staff as instructed by ward Senior Sister/Senior Charge Nurse.
* Prepare and fax correspondence as and when required.
* Welcome patients and members of the public entering the ward area and ensure any queries that arise are dealt with either by the Ward Clerk or relevant Nursing personnel.
* Answer ward telephone and ensure that information is correctly handled and disseminated appropriately.
* Ensure the Patient Administration System (Lorenzo) is kept up-to-date and reflects patients currently on the ward and also matches the whiteboard, including consultant/specialty transfers.
* Ensure all of the relevant documentation (front sheet and patient labels) is printed from Lorenzo and copies available in the notes for every patient.
* In line with the Trusts' Medical Records Policy, ensure that all filing is kept up to date and filed correctly in the patient hospital notes, and that history and mount sheets are also up to date to facilitate Medical Staff ward rounds to be completed with the minimum of interruptions/delays.
* Take lead responsibility for ensuring that patients' hospital case notes are up to date and sent back to the Medical Records Department for filing.
* Take lead responsibility after appropriate training, to divide oversized patient hospital notes into manageable volumes.
* Ensure case notes are tracked in accordance with the Trust Case Note Tracking Policy.
* Ensure that all relevant documentation is taken to the Bereavement Centre for deceased patients to enable Death Certificates and the first part of Cremation forms to be completed by doctors as soon as possible to ensure that relatives can be dealt with in a sensitive manner and facilitate funeral arrangements to be made without unnecessary delay.
* Ensure that if a patient is discharged to another hospital during working hours, that the KMR1 Front Sheet is completed before discharge to enable the Clinical Coding Team to assign appropriate ICD10 (diagnostic) and OPCS4 (Procedure) codes for World Health Organisation and Finance purposes.
* Ensure that all KMR1 Front Sheets are completed in a timely manner by the Medical Team for all discharged patients.
* Prepare for admission of patients and ensure that patient notes, where possible, are on the ward before the patients arrive.
* Take lead responsibility to ensure that medical and other insurance notes are issued as requested by the Senior Sister/Senior Charge Nurse.
* Ensure that post for patient's is distributed in an efficient and timely manner.
* Open and distribute mail for the multi-disciplinary team in an efficient and timely manner.
Relationships
Internal
* Nursing Staff
* Consultants & Junior Doctors
* Accident & Emergency Clerical Staff
* Call Centre Staff
* Outpatient Receptionists
* Patient Services
* PAS/RA Team
* PALS
* Medical Records Team
External
* General Practitioner Surgery Staff
* Other NHS Trust Hospital Staff
Special Requirements
* Able to cope working in a busy clinical environment.
* Occasional flexible working hours if required to come in early or leave later to suit the needs of the organisation and agreement of the Administration Manager.
* Able to lift boxes of case notes, paper and able to handle equipment.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
George Eliot Hospital NHS Trust opened in 1948 and provides a range of elective, non-elective, surgical, medical, women's, children's, diagnostic and therapeutic services to a population of more than 350,000 people.
The hub of the Trust is located on the outskirts of Nuneaton and its services cover a large footprint, including north Warwickshire, south west Leicestershire, and north Coventry. We also provide primary and community services across Coventry, Warwickshire and Leicestershire.
Our vision is "to EXCEL at patient care". If you think you've got what it takes, help us realise this and join #TeamEliot.
The Trust is committed to safeguarding and promoting the welfare of individuals and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice, if appropriate for the role, it is a mandatory requirement for all newly appointed staff to complete a Disclosure and Barring Service application.
In response to NICE guidance and to support the reduction of health harm from tobacco, the Trust has a smoke-free site policy which applies to anyone on Trust sites. Staff who smoke will be supported to quit or not smoke whilst on Trust sites.
George Eliot Hospital NHS Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees as they are at the heart of our patients journey. Our aim is to ensure that employees are equally valued, respected, empowered and included within an organisation that is representative of all members of the community. We define diversity as valuing everyone as an individual - taking pride in that we value employees, job applicants, students, volunteers, patients and visitors as people. This is reflected within our excel behaviours with a vision to create a workplace that represents a culture of kindness, joy and inclusion.
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