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The Emergency Department based at the Royal Bolton Hospital is seeking to appoint 4 WTE enthusiastic, motivated, empathetic and caring individuals to join our busy Clerical Team. The role involves working on your own initiative as well as part of team, working alongside clinicians, fellow secretarial and clerical staff.

We require friendly, approachable people with previous customer service experience, to work as a member of our multi-disciplinary team within the Emergency Department. Your duties will include working within the four clerical areas of the Department.

A professional and presentable manner is required. Sound communication skills are essential, as well as the ability to follow instructions and a willingness to learn.

You should be reliable, punctual and flexible, as full shifts are worked including weekends, Bank Holidays and night shifts. You will be required to work flexibly and be able to work all the following shift times on a rotational basis: -

07:00 until 19.30

07:00 until 13.15

13.15 until 19.30

19.00 until 01.15

19.00 until 07.30

We are offering a choice of the following hourly contracts of 11.5/23/34.5 and 37.5 hours per week.

Applicants who cannot fulfil the 24/7 shift patterns/hourly contracts need not apply.

For further information please contact Lynn Salmon (Business Support Manager) on 01204 390252 or Kim Lowe (Clerical Manager) on 01204 390381 (email – kim.lowe@boltonft.nhs.uk)

You must have excellent customer service skills, be dedicated and courteous. You will also have excellent verbal and written communication skills with excellent keyboard skills. You must be able to deal with sensitive/confidential issues, be flexible and be a team player and ready for the challenge that this demanding but rewarding role will present!


Main duties of the job are: -

• Assisting in the delivery of reception services and administrative support within our Emergency Department by registering, discharging ,admitting and transferring patients who arrive in the Department in a timely manner onto our IT systems, including Allscripts, Le2.2, Extramed, Adastra and One response.


• To organise, manage and maintain our electronic patient record and meet the quality and performance standards of our Trust.


• Ensure all onward patient referrals are forwarded accurately and timely to other internal and outside agencies.


• General office duties including answering telephone calls, photocopying and scanning patient records and documents.

Based just off the M61, twenty minutes from the centre of Manchester and with excellent transport links to the rest of the North West, we are a forward thinking Foundation Trust.

Royal Bolton Hospital has a catchment population of approx 350,000 people.

The aims of this Trust are to improve the health of our people and provide the best possible care to the population in which we serve and ensure that our staff have joy and pride in their work. We are striving to recruit a workforce that reflects the communities in which we serve. Staff are valued and we can offer excellent opportunities for further training and development.

The vision of this Trust is to be recognised by the people of Bolton and beyond as an excellent provider of health and care services and a great place to work. We are striving to attract, recruit and retain high calibre staff which reflect our communities. We are an inclusive employer who trains and develops our staff in a positive learning environment. We aim to be inclusive and therefore applications form all sectors of the community are welcomed.

Job Description – Band 2


Job Title: ED Clerical Officer – full time and part time


Hours of Work: Full/Part time


Department/Ward: Emergency Department


Division: Emergency Medicine, Acute Adult Care Division


Base: Royal Bolton Hospital

REPORTING ARRANGEMENTS


Accountable to:
Operational Business Manager

Business Support Manager

ED Clerical Manager/Supervisor

ORGANISATIONAL CHART

JOB SUMMARY

The post holder will work as a member of the ED clerical team providing comprehensive support to health professionals within the Emergency Department.

Following training, duties will include, reception, registration, Quad Clerk, data input, retrieval and archiving of clinical notes.

The post holder will be expected to be involved in the implementation of new working practices and ensure patients receive a high quality of service.

DUTIES AND RESPONSIBILITIES

The Post holder will need to adopt a flexible approach as all duties are rotational and working hours will vary. The areas of work and related duties and responsibilities are detailed as follows: -

• Input and retrieval of patient data on trust IT systems. Information relating to the attendance, discharge or transfer to be completed in a timely and accurate manner within the appropriate system.


• Ensuring accurate data input on PAS system, including tracing the patient against data held on the national spine.


• Identify, locate and retrieve clinical notes stored in filing areas.


• Complete appropriate safeguarding searches.


• Direct patients and relatives to correct waiting area and pass clinical notes to nursing staff where appropriate.


• Book follow –up appointments for out-patient clinics.


• Management of the electronic scanning system accurate scanning of ED records.


• Work in the Majors area of the Department, transferring and admitting patients on clinical systems


• Request hospital case notes, on occasion from Health records via the hospital bleep system.


• Arrange transport for patients leaving the department.


• Scan ED notes for patients being admitted or transferred out of the department.


• Identify relevant sections of clinical notes for photocopying to health visitors, school nurses, GPs and safeguarding agencies.


• Maintain patient records to ensure information is accurate and up to date for future reference and that this complies with the Data Protection Act.


• Take responsibility for the confidentiality and security of all patient data within the department.


• Following protocols set by clinical teams to direct easily identifiable patients to areas of the department


• Follow trust procedures when dealing with aggressive, violent and verbally abusive patients and relatives.


• Follow trust procedures to ensure the safety of patients, yourself and other colleagues.


• Ensure clinical teams are aware when patients want to self-discharge


• Adhere to local policies and procedures.


• Answer and action all telephone and/or personal enquiries from patients, health professionals and outside agencies ensure prompt answering of calls in an efficient and an appropriately helpful and professional manner, any problems will be redirected to a Supervisor.


• Have knowledge on disclosure of information, access and the Data Protection Act.


• Complete Corporate Induction and remain compliant with mandatory training.


• Undertake annual appraisal and actively seek personal development.


• Complete complaint report forms or critical incident forms liaising where necessary with the clerical manager to follow up action to be taken.


• Regularly maintain an awareness of the clerical role and documentation procedures in the event of a Major Incident.


• Any other general clerical duties as appropriate to the grade which may be delegated.

Health, Safety and Security

• All employees have a duty to report any accidents, complaints, defects in equipment, near misses and untoward incidents, following Trust procedure.


• To ensure that Health and Safety legislation is complied with at all times, including COSHH, Workplace Risk Assessment and Control of Infection.

Confidentiality

• Working within the trust you may gain knowledge of confidential matters which may include personal and medical information about patients and staff. Such information must be considered strictly confidential and must not be discussed or disclosed. Failure to observe this confidentiality could lead to disciplinary action being taken against you.

Data Quality

All employees are reminded about the importance of Data Quality and staff should make themselves aware of both departmental and corporate objectives for Data Quality.

Data Quality forms part of the appraisal and objective setting process for staff responsible for data entry and data production; staff should ensure that they adhere to policies and procedures at all times. Failure to do so may result in disciplinary action being taken.


Codes of Conduct and Accountability:
You are expected to comply with relevant Bolton NHS Foundation Trust codes of conduct and accountability.


Infection Prevention and Control:
You must comply with all relevant policies, procedures and training on infection prevention and control.


Safeguarding Children and Vulnerable Adults:
You must comply with all relevant policies, procedures and training on safeguarding and promoting the welfare of children and vulnerable adults.


Valuing Diversity and Promoting Equality:
You must comply with all relevant policies, procedures and training on valuing diversity and promoting equality.


Training:
Managers are required to take responsibility for their own and their staff’s development.

All employees have a duty to attend all mandatory training sessions as required by the Trust.

Any other general requirements as appropriate to the post and location.

The range of duties and responsibilities outlined above are indicative only and are intended to give a broad flavour of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the post holder.

_____________________________________________________________


Date prepared: Sept 2019


Prepared By: Clinical Business Unit Manager


Updated: Aug 2022 OBM BSM