Job and Person Specification

The Queen Elizabeth Hospital

Job and Person Specification

DIRECTORATE: Operations, Acute & Specialist Services - The Queen Elizabeth Hospital

DIVISION: Medicine

DEPARTMENT: Medicine and Emergency

TITLE OF POSITION: Ward Clerk

POSITION NUMBER: NW0734

CLASSIFICATION: ASO2

TYPE OF APPOINTMENT: Permanent q Temporary q Casual q

PERIOD OF APPOINTMENT: From / / To / /

Job and Person Specification Approval

All excluding senior positions.

……………………………. / …../…./…. / ……………………………. / …../…./….
GM or delegate / Date / Occupant / Date

JOB SPECIFICATION

1.  Summary of the broad purpose of the position in relation to the organisation's goals (its expected outcome and how it is achieved).

Responsible to the Business Manager, Division of Medicine for the provision of a clerical service to the wards. The incumbent ensures the effective administrative coordination of the daily ward activities, including bed management, preparation and maintenance of patient records, arranging appointments via HOMER computerised booking system, ordering and maintaining appropriate stock levels of medical and stationary supplies on the ward via SAPICS computerised system and other services.

2.  Reporting/Working Relationships (to whom the person reports, staff for whom the person is responsible, and other significant connections and working relationships within the organisation).

·  Accountable to the Co-Directors, Medicine.

·  Reports to the Business Manager, Division of Medicine

·  Liaises on a daily basis with the Clinical Nurse Manager and will also liaise with a wide variety of health professionals, patients and families.

3. Special Conditions (Such as non-metropolitan location, travel requirements, frequent overtime etc.)

·  Although initially based at The Queen Elizabeth Hospital, the incumbent may be required to work in any site of the Central Northern Adelaide Health Service.

·  Must be prepared to attend relevant meetings and staff development / education activities as required.

·  Working part time 3 days per week, Wednesday, Thursday & Friday

·  A formal performance appraisal will be conducted annually.

·  Some out of hours work may be required.

4. Statement of Key Responsibilities/Duties (group into major areas of responsibility/ activity and list in descending order of importance)

Provides an efficient clerical service to the ward by:

· Coordinating bed management at ward level through liaison with the Bed Management Coordinator and allocation of beds in consultation with the Nursing/Medical staff.

·  Ensuring that patient diets, as required, are entered accurately on the computerised system.

· Informing the Ward Team of all in-patient related matters by maintaining effective communication links with the Clinical Nurse Manager, Nursing and Medical staff, other health professionals, other hospital departments and outside community convalescent support networks.

·  Ensuring a friendly, efficient and prompt first point of contact, by phone and over the counter, through the provision of an efficient admission/receptionist role in a courteous and confidential manner.

· Attending to telephone calls and all visitor enquiries and where appropriate, referring them to professional staff and other relevant departments.

· Sorting mail and distributing it to inpatients, nursing and medical staff, including the referral of mail to home addresses where patients have been discharged.

· Arranging the services of Tempo staff for ward requirements, including the movement of patients, equipment etc.

· Organising and completing requisitions for Facility Services and Biomedical Engineering Services.

· Following up elective/Emergency admission locations for medical staff and associated health professionals by collection of lists and accessing of information from the HOMER system.

· Ensuring that the ward stationery supplies are maintained by checking stocks and ordering as required.

· Assisting with the regular update of the Ward clerk manual and specific ward procedures.

· Attending Ward Clerk meetings and reading relevant correspondence to maintain knowledge of new procedures, guidelines and standards relating to Ward Clerk practices.

·  Contributing to the efficient administration of the Unit by undertaking any duties relevant to the level of the position as required by the Supervisor.

·  Contributing to the efficient administration of the Unit by undertaking any duties relevant to the classification level of the position as required by the Supervisor.

·  Participating in the provision of appropriate on the job training of new and relief administrative staff and provide support for other areas as required.

Responsible for the effective handling and maintenance of casenotes on the ward by:

· Requesting casenotes and x-rays for ward use.

· Monitoring the condition of casenotes for the purpose of creating additional volumes/replacing existing covers.

· Retrieving casenotes and x-rays in preparation for meetings, Consultant rounds etc.

· Ensuring all test results and other documentation are filed appropriately in casenotes.

· Liaising with Coders to ensure expedient processing of casenotes upon discharge.

· Ensuring the security of inpatient casenotes and x-rays on the ward by monitoring their movement and instigating and maintaining accurate information flow of individual casenote movement via the HOMER Tracking System.

Ensures that Outpatient appointments are appropriately undertaken by:

·  Booking Outpatient appointments on the computerised HOMER system for patients upon discharge which includes checking with the Clinical Nurse Manager or reviewing casenote documentation to determine the appropriate doctor and clinic required.

·  Coordinating and booking interpreting services.

·  Recording all admissions/discharges/transfers of patients on the HOMER system, together with separations data and Patient Dependency classifications.

· Ensuring the coordination and maintaining of the register of post acute convalescent bed requests is undertaken.

· Coordinating planned discharges by liaising with other convalescent establishments, ascertaining/booking transport requirements, notifying relatives and ensuring appropriate discharge documentation accompanies patients.

Ensure that continuous quality improvement programs and activities are in place and are linked to the organisation’s strategic and corporate directions and targets by:

·  Assisting with the developing and establishing of key performance indicators for all critical activities relevant to area of responsibility in accordance with the quality evaluation program.

·  Assisting in the identification, establishment and review of corporate and departmental performance standards and outcomes.

Contribute to the promotion and implementation of the General Public Sector Management Aims, personnel management standards and employee conduct standards and in particular Equal Opportunity and Occupational Health Safety and Welfare by adhering to the provisions of relevant legislative requirements such as:

·  Delegations of Authority

·  Disability Discrimination Act

·  Privacy Act 1988

·  Freedom of Information Act

·  SA Information Privacy Principles

·  Code of Conduct for Public Sector Employees

·  Code of Fair Information Practice

·  Occupational Health Safety and Welfare Act

·  Workers Rehabilitation and Compensation Act

·  Equal Opportunity Act

·  South Australian Health Care Act

Ensure a safe working environment at all times by:

·  Maintaining effective work practices.

·  Adopting procedures and practices which comply with the OHS&W Act.

·  Making proper use of all safeguards, safety devices and personal protective equipment (as required in undertaking the duties of the position).

·  Taking reasonable care to protect the health and safety of self and others.

·  Attending mandatory safety training programs.

Contribute to the well being of people in South Australia through participation in Counter Disaster activities, including attendance as required at training programs and exercises to develop the necessary skills required to participate in responses in the event of a disaster and / or major disaster.

PERSON SPECIFICATION

ESSENTIAL MINIMUM REQUIREMENTS (those characteristics considered absolutely necessary)

1. Education/Vocational Qualifications etc.

2. Personal Abilities/Aptitudes/Skills (related to the job description and expressed in a way which allows objective assessment)

·  Ability to work with minimal supervision.

·  Demonstrated ability to communicate sensitively and effectively with all patients, both face to face and over the telephone.

·  Effective verbal and written communications skills suitable for liaison with public and staff within a multi-disciplinary workplace.

·  Ability problem solve with limited assistance, using initiative and judgment.

·  Ability to cope with a high volume of work, prioritise workloads and meet stringent timeframes.

·  Proven ability to contribute to and work in a harmonious team environment.

·  Demonstrated ability to deal with sensitive material and confidential matters.

·  Ability to adapt to a changing environment.

·  Ability to accurately data enter into databases/information systems.

3. Experience (including community experience)

·  Previous experience in an office environment.

·  Experience working in an area of public contact.

·  Demonstrated experience in the use Microsoft software applications eg Word, Excel and Outlook.

·  Previous experience using a computerised administrative and booking system.

4. Knowledge

·  Knowledge of Occupational Health, Safety and Welfare policies and procedures and their application in the workplace.

·  Knowledge of medical terminology.

·  Sound knowledge of administrative practices and procedures.

·  Knowledge of and commitment to customer service principles.

DESIRABLE REQUIREMENTS (to distinguish between applicants who have met all essential requirements)

1.  Education/ Vocational Qualifications (Considered to be useful in carrying out the responsibilities of the position)

2.  Personal Abilities / Aptitudes / Skills

3.  Experience

·  Experience working within a health environment.

·  Experience in the use patient based computer information systems and PC software programs used within a hospital environment eg HOMER, HASS SAPIC, OACIS, EXELCARE, ATS, PIMS.

·  Experience in establishing and maintaining appropriate medical records.

4. Knowledge

·  Knowledge of hospital policies and procedures

5. Other details

Q:\HR Human Resources\J&PS\Medical & Emergency\Medical Units\Administrative\ASO2 Ward Clerk NW0733, NW0734, NW0735, NW0737, NW0738, NW0739, NW0740, NW0741, NW1662 & NW2324 June 2009.doc

Q:\HR Human Resources\J&PS\Medical and Emergency\Medical Units\Administrative\ASO2 Ward Clerk NW0734 updated Oct 2009.doc

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