Date: 2017 Job Title : Ward Clerk Department : Medical and Surgical Location : North Shore Hospital and Waitakere Hospital Reporting To : Charge Nurse Manager Direct Reports : None Functional Relationships with : Internal Charge Nurse Manager Registered and Enrolled nurses Medical staff Duty Managers Clinical Records Outpatients clinics Healthcare Assistants Multidisciplinary healthcare providers Patients, family, visitors External Medical Suppliers Other DHB s District Nurses Private rest homes/hospitals St Johns Ambulance Purpose : Provide clerical and administrative support to the ward team. The Ward Clerk is the front line point of contact in the ward and the clerical administrator of the ward. The Ward Clerk has clerical, reception and operational duties that assist the ward to run smoothly. This job has an extensive variety of tasks and functions that repeat and are routine. There are no specific technical requirements or qualifications necessary to function in this role. Waitemata District Health Board -JOB DESCRIPTION - Page 1
KEY TASKS EXPECTED OUTCOMES Reception Duties Information regarding patients is available to authorised personnel as required working within Privacy Code Guidelines. Receive and relay messages. Telephone answered promptly and courteously. Identifies ward and position at all times. Patients, family and visitors received in a courteous and helpful manner. Enquiries from patients, family, visitors and other staff attended to, referring them to the appropriate personnel. Management of Patient Information Responsible for clerical aspects of admissions, transfers and discharges of all patients both paper and electronic. Patient management information updated in ward book and on relevant patient information system promptly on admission, discharge and transfer. Signed results/letters are filed in patients' notes and sent to Medical Records before deadline. Completed medical records are returned to Medical Records within WDHB deadline. Investigate missing notes and records when requested Valuables book/valuables stored securely when necessary. Maintain high quality information and meet ward and service KPIs on data quality. Upkeep and organise storage of medical paper records Conduct survey or data collection as requested Resource for Various software applications and processes Ward orientation for new ward staff as required Keeps themself updated with applications and new procedures Acts as a resource person for all new staff Stationery/Supply ordering and maintenance of equipment Keeps track of ward stationery and medical supplies and maintains stock by placing orders as necessary, both manually and by computer generated applications. Processes maintenance or repair requests promptly. Attends to photocopying and faxing tasks promptly. Distributes mail promptly. Waitemata District Health Board -JOB DESCRIPTION - Page 2
KEY TASKS EXPECTED OUTCOMES Other duties Has a positive attitude to change and uses initiative towards delegated duties. Carries out ward specific tasks as requested by Manager Statutory & Treaty of Waitangi obligations Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 Shows sensitivity to cultural complexity in the workforce and patient population Company health and safety policies are read and understood and relevant procedures applied to their own work activities Workplace hazards are identified and reported, including self management of hazards where appropriate Can identify health and safety representative for area Waitemata District Health Board -JOB DESCRIPTION - Page 3
Behavioural Competencies Adheres to Waitemata District Health Boards 4 Organisational Values of: Every single person matters, whether a patient / client, family member or a staff member We see our work in health as a vocation and more than a job, We are aware of the suffering of these entrusted to our care. We are driven by a desire to relieve that suffering. This philosophy drives our caring approach and means we will strive to do everything we can to relieve suffering and promote wellness. We need to be connected with our community. We need to be connected within our organisation across disciplines and teams. This is to ensure care is seamless and integrated to achieve the best possible health outcomes for our patients/clients and their families. We seek continuous improvement in everything we do. We will become the national leader in health care delivery. Our standards of Behaviour: POSITION TITLE: PERSON SPECIFICATION Qualification Minimum School Certificate NCEA Preferred Certificate in Health Records Management Or equivalent Experience Skills/Knowledge/Behaviour Reception duties Customer Service Telephone experience Computer knowledge of customer databases Filing and document management Keyboard skills MS Office suite Well organised Good interpersonal and communication skills Discreet Demonstrates attention to detail Tolerant and resilient Self-motivated Team Player Customer Service in a Public Service environment Waitemata District Health Board -JOB DESCRIPTION - Page 4
Proven time management skill Excellent telephone manner Friendly, cheerful, positive Punctual Considerate Flexible, adaptable Has a sense of personal responsibility Able to work under pressure to meet deadlines Knowledge of / or experience in health industry. Understands the needs of a large public organisation to have highest quality management and customer data Waitemata District Health Board -JOB DESCRIPTION - Page 5