Receptionist, Day Surgery WardNHS

Job summary

*** This vacancy is currently only open to Herefordshire and Worcestershire NHS staff ***

An exciting opportunity has arisen within Birch Day Case Unit at the Alexandra Hospital, Redditch for 0.58 WTE Band 3 Ward Clerk. This equates to 22 hours per week

We are looking for a highly motivated individual who is keen to work in a busy and growing environment within an extremely supportive team.

Experience would be desirable, but not essential as full training will be given. Computer literacy of a high standard would be expected as the job involves a lot of access to Trust IT systems.

We would like someone who has an excellent customer service approach, as you will be the first member of the team that our patients will meet.

You need to be able to multi-task and work under pressure, as the job can be fast paced at times

The unit takes various surgical specialties such as general surgery, urology, gynaecology, orthopaedics and vascular surgery.

We have also expanded care into interventional radiology and operate a Theatre Admissions Unit.

The Day Unit currently has 19 trolley spaces and 3 seated spaces in use at any one time, which are reused over the day to maximise volume of patients that come through our unit. The Theatre Admissions Unit has 9 seated spaces.

Currently the hours will be split from Mon-Fri between 7am-8pm, with potential for later working and weekend work. You will be required to work a mix of shift patterns and be flexible.

Main duties of the job

To provide administrative and clerical support to the ward, professional qualified staff and provide first point of contact to all users of the service.

To take a key role in allocating patients to maximise capacity within the unit

To ensure the availability of accurate patient records and documentation as per Trust policies and procedures

To deal with patients relatives and other members of the public politely and efficiently and ensure confidentiality and security of patient information as per Trust policy

Job description

Key Duties

Responsible for undertaking phone calls for next day admissions to pre-empt cancellations

Responsible for generating and sending out patient admission letters for Ophthalmology GA patients

Responsible for the administration of the generic email account and placing additional TCI requests in partnership with the Nurse in Charge for the day

Assisting in planning the weekly allocation sheets and as new booking come in that these are checked regularly to ensure capacity is not exceeded alongside checking the theatre management system Bluespier for changes to allocated patients

Provide correct starving instructions to patients relevant to their admission time if requested via telephone pre-admission

Contact patients via telephone to change TCI times as required

Scanning to email the optometrist referrals after the GA cataract surgeries

Preparing daily notes for DSU organising all the correct paperwork for the correct surgeries

If patient cancels surgery inform relevant personnel cancel on Allscripts PAS and update to reflect the cancellation

Responsible for discharging the patients as they go home throughout the day on Allscripts PAS or transferring them to a ward if the patient does not go home

On day of surgery when patients arrive check their demographic details are correct and admit and amend any necessary details on Allscripts PAS

The workstation is required to be kept clean and tidy in line with infection control policy

To receive general telephone calls taking messages accurately and passing these on to the correct person dealing with initial enquiries in a friendly professional name and referring the call to the relevant member of staff as appropriate

To update and maintain filing systems in the unit to enable timely and accurate information retrieval

Maintain records regarding admission discharges ward attender appointments on clinical IT systems

To undertake other relevant clerical duties as required including photocopying receiving sorting and distribution of mail basic typing and sending emails

Responsible for preparing discharge notes for scanning.

Responsible for ordering and maintaining stock stationary levels through our ordering system Xerox

Ensure that all notes are tracked to the relevant department

Arrange for urgent collection and delivery of notes as required

Ensure that patient case notes are available creating event notes when needed including patient labels and wrist bands. Maintain case notes in a tidy manner filing patient documents in accordance with Trust policy

Provide appropriate information to the Private Patients Officer regarding overseas and private patients

Assigned Tasks within Ward/Department

To assist with reception and comfort of relatives as requested by nursing staff

Work collaboratively as part of an integrated team

Organise own day to day work tasks showing an ability to prioritise in order to achieve set timescales

Ability to make decisions and take actions within the Ward environment relating to routine enquiries, whilst receiving support and supervision

General Responsibilities

To ensure the confidentiality of all patient information and Trust business.

To comply with all Trust policies and procedures.

In accordance with the Trusts Health and Safety Policy, the post holder must take reasonable care of their own health and that of others who may be affected by their acts or omissions at work. The post holder must cooperate with staff in complying with any statutory requirements and participate in the workplace monitoring processes in order to help maintain a healthy, safe and secure workplace

To report any accident or untoward incidents and complaints

To create and maintain positive working relationships with colleagues and other staff within the workplace.

To act always in a manner which will promote a good image of the unit

To respond appropriately to clinical emergencies as directed by the nurse in charge

To contribute or to participate in any initiatives to improve the quality of service to patients

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.