Ward Clerk Clerical Officer, Grade Iv Part Time

Ward Clerk Clerical Officer, Grade IV Part Time

Principal Duties and Responsibilities

• Print daily on call list/portering list on iPMS
• Update Census on iPMS and print
• Email the visitors list
• Liaise with the CNM on ward to see if she requires you to do anything
• Make sure that there are stickers for all ward inpatients in each of their charts and in the nursing folder
• Track Healthcare Records (HCR) to ward as they arrive and on a daily basis.
• Email Medical Records regarding any HCRs required - in particular those where white temporary HCRs have been created.
• Check census each morning for patient's that pass away outside of Ward Clerk hours are sent to Post Mortem Room in CUH for PM. In these instances check iPMS to ensure that the HCR has been tracked to PM Room. For Weekends, there are 2 census to be checked, Sat & Sun and an additional census over a BH weekend.
• Record Estimated Dates of Discharge
• Ask CNM for any discharges each day, discharge off iPMS once patient is discharged
• Transfer patients from ward to ward on iPMS and change Consultant if required
• NCHDs and/or Consultants will access iLAB for results of inpatient investigations. Reports, if printed, should be placed in the confibin.
• Lab Reports - Attach unsigned reports onto the front of the HCR for NCHD/Consultant triage. File signed reports. Any signed reports whose charts are gone send to Medical Records. Any unsigned reports on the ward after two weeks needs to be sent to the relevant medical secretary. All histopathology reports once signed are filed in HCR. All haematology, biochemistry and microbiology reports once triaged and do not contain a note, can be placed in the confibin. Eurofin Biomnis reports, once triaged and do not have an additional noted added to them by clinical teams, can be placed in the confibins. All reports not available on iLABs, i.e. St James Hosp, NVRL, Crumlin, Temple St, Beaumont and UK must be filed in the patient's HCR. Get doctors to sign reports. Escalate difficulties with unsigned reports to the ward CNM2
• Phone calls from Labs in relation to critically abnormal reports must be dealt with by Nursing Staff
• Compile stores sheet and send to stores by email
• File all paperwork on discharged patients and track to shelf for HIPE. Put HIPE sticker and year sticker on front of chart
• Sort inpatient HCR, file any sheets on front of HCR and make sure HCR have doctor's continuation sheets and patient labels.
• Divide HCRs that have reached 80 mms thickness, based on national chart standards. Notes to be carried forward to the new volume are the most recent discharges, Dressing Clinic notes and the last 2 chemo scripts if the patient is an oncology patient. The HCR that has reached full capacity must have the date of closure and name of Ward Clerk added to the front cover. The new volume must have date of when HCR is opened and name of ward clerk added to the front cover.
• White Temporary HCRs - once main MUH HCR has been sourced; all documentation must be transferred from the temporary HCR. The temporary HCR must be tracked on iPMS to Location: Medical Records Dept

Service point: White chart merged with main

• Email OPD regarding follow up appointments
• Answer phone calls throughout the day and get relevant nursing staff to deal with various queries
• Fax, photocopy and take post to post room
• Assist with training of new ward clerks
• Follow up on getting insurance forms signed for the Emergency Department
• Everyday clean phones, computer ,chart trolley and writing room
• General Reception Duties
• Dealing with the Public
• Maintaining/Updating Records as required
• Ward Census & Ward Lists
• Liaise with other departments as appropriate
• Any other duties that may be assigned such as ward cross cover.
• Ensure all relevant PPGs are reviewed, signed and returned to Administrative Support Manager:
• Confidentiality and Security for patient's healthcare information.
• Managing a healthcare records
• Requesting gender change in healthcare records management
• Ward Clerk Staff dealing with Healthcare Records
• Structure of Healthcare Records
• Tracking of Healthcare Records
• Care and Maintenance of Healthcare Records
• Creating a temporary Healthcare Record
• Dealing with a missing Healthcare Record
• Dealing with a duplicate Healthcare Record

Eligibility Criteria or experience

• Ability to work as a member of team and make positive contributions to that team.
• Have an organised and methodical approach to work.
• Ability to work in a customer focussed environment.
• Excellent written and verbal communication skills.
• Excellent I.T. skills.
• Flexible approach to work.

Closing date: 13th December 2024 1pm

The MUH reserve the right to create a panel for this post from which permanent, fixed term and specified purpose vacancies of a full or part time duration may be filled.