Akeso Ward Clerk

ROLE SUMMARY

The Ward Clerk / Ward Secretary is responsible for full co-ordination of all administration within the Ward / Nursing Department. The Ward Clerk/ Ward Secretary is also responsible for receiving all new patients, visitors, and doctors in the ward and to make them feel welcome. The incumbent will further be required to assist the ward staff and the Unit Manager.

KEY WORK OUTPUT AND ACCOUNTABILITIES

OPERATIONAL EXCELLENCE

• Answers the telephone in a friendly and professional manner and deal with enquiries.
• Take messages and communicating these to the relevant staff members / patients and doctors

Bed Bookings

• Admit the patient into the ward
• Ensure all new admissions are on the patients name board with the time and date of theatre

Admissions

• Welcome the patient
• Take the patient to his/her room
• Ensure the patient receives a ward information form
• Place the required stickers in the bulletin book

Transfers

• Ensure suitable arrangements are made with the ward that patient is being transferred to or from
• Ensure the transfer form is completed
• Inform the relevant nursing staff about transfer arrangement
• Ensure the doctor and the patients families are informed of the transfer

Discharges

• Discharges may only occur once the Doctor has given his consent in writing
• Inform the patients family of discharge when requested
• Ensure the patient has an opportunity to complete an iPad survey

Ward Administration and co-ordination

• Make appointments for patients and arrange transport / finances with relevant departments.
• Assist nursing staff in checking patient rooms during and after discharge.
• Informing Case Manager of all discharges and RHTs of patients in advance.
• Ensure that discharged files are completed and brought to the administration office.
• Settle patients in room when the Sister cannot immediately deal with them.
• Liaise with admin office regarding patient bed movements and keeping ward report up to date.
• Check that all patients that were admitted during evenings/weekends are admitted and that the required documents are with Case Manager in admin.
• Welcome new patients and ensure that the admission file is completed and copies are made of IDs.
• Daily filling in of patient scripts as received from pharmacy.
• Assisting in Main Reception if required.
• Contact doctors daily to inform them of their patient assessments and reviews.
• Inform Case Manager of any changes of patient treating doctor.
• Oversee all nursing department emails and communicate the outcomes to the nurses.
• Ensure all doctors complete the correct pathology request forms for each patient pertaining to local medical aid/private and overseas/international.
• Update all daily, monthly and emergency medication stock checklists expiry dates and stock on hand and copy to nursing desktop and Nursing Services Manager.
• Print all patient admission booking documentation, inclusive of supporting referral reports and test results.
• Ensure adequate storage and streamlining of nursing department emails on a daily basis, and create labels for regular providers.
• Ensure all patients complete discharge Patient Experience Survey (PES) and to capture data results.
• Scanning of all patient admission Whodas Assessments to outcomes, Nursing Services Manager and COPE Co-ordinator.
• Assist Nursing Services Manager with administrative duties.

Ward Staff Administration

• Assist with staff shift planning in the ward if required
• Assist with editing of time cards on Kronos
• Ensure that the nursing staff are informed of new memorandums distributed by the business
• Take minutes of staff meetings
• Complete emergency plan for staff in the ward

General Tasks

• Stationery orders from admin office and stocking of nursing documentation / stationery.
• Photocopying of all required documents.
• Ensure patient name board is kept updated
• Order special diets from Catering Department and patient head-count for each meal; informing catering of expected admissions and discharges for the day.
• Ensure the delivery of flowers to patients
• Ensure lab results are filed in the patients file
• Ensure stock levels are at the required levels (stationery and ward stock)
• Ensure that the nurse’s station & ward reception area is neat and tidy at all times
• Ensure that patients statistics are captured and a “clinical audit” form is complete
• Assist with linen control
• Ensure all Health and Safety regulations are adhered to.
• Perform various tasks as assigned to you by Management.
• Maintain a high level of confidentiality.
• Familiarise self with all nursing department policies and procedures.

BUILD AND MAINTAIN STAKEHOLDER RELATIONSHIPS

Teamwork

• Actively participate as a member of a team to achieve goals.

Personal and professional development

• Active involvement in own professional development to maintain satisfactory level of skill and knowledge.
• Keep up to date with Akeso and Netcare’s evolving policies and procedures

REQUIREMENTS

EDUCATION

Required

• Grade 12 or equivalent NQF Level 4 Qualification

Preferred

• Secretarial qualification

WORK EXPERIENCE

Required

• 2-3 years’ experience in an administration or secretarial position preferably in a hospital/nursing environment
• Experience in psychiatry and addictions arena beneficial

KNOWLEDGE

Required

• Computer literate in Microsoft Office, Google
• Attention to detail
• Friendly disposition
• Knowledge of ICD 10 codes
• Previous experience in liaison with medical aids

PHYSICAL REQUIREMENTS

In the event of any physical or psychological limitation that may impair the employee’s ability to perform the required job function, the employee must consult the employer for reasonable accommodation.

WORKING CONDITIONS

• Professional flexibility in working hours while supporting daily business operations which may include weekends and night shifts where applicable.

• Will interact with internal and external customers through several different means.