Job Purpose

To provide a courteous and efficient reception service to healthcare professionals, patients, relatives and visitors visiting or telephoning the Medical and Surgical Wards. To provide a comprehensive administration service to Doctors, Nurses and other medical and clinical staff in order to support the smooth running of the Wards.

For further information or an informal discussion please contact Beth Sculthorp - b.sculthorp@health.gov.je

Principal Accountabilities 1 of 2

Act as a receptionist to all visitors and patients attending the ward and handle all telephone enquiries in a courteous and prompt manner, giving informed answers as far as possible.

Accept from the nursing staff, all valuables and money submitted by in-patients ensuring safe keeping until deposited within the safe. 

Respond in a mature and sympathetic manner to relatives, patients and visitors who are in need of help and support e.g. the bereaved, distressed and anxious. Ensure that patient confidentiality is maintained at all times.

Maintain the computerised Integrated Health System (IHS) and Patient Administration System (PAS) for patient admission, transfer and discharge. Ensure that patient personal details are accurate and up to date at all times.

Monitor other members of staff in the use of IHS, PAS and the computerised tracer systems. 

Act as Arrest Call Co-ordinator ensuring effective liaison with medical, nursing and switchboard staff during a cardiac arrest on the ward by ensuring that the correct medical staff have been contacted and if not, contacting them by using the bleep system. 

Ensure that necessary documentation relating to the patients admission and subsequent discharge is correctly completed, e.g. arranging patient transport. Make appropriate appointments as a result of the Doctors rounds e.g. to attend Outpatients Clinics, Physiotherapy Department etc

Principal Accountabilities 2 of 2

.Access and print results from the Pathology Laboratory computerised system for the subsequent use of the medical team.

Ensure all patients notes, Pathology Laboratory reports and results and all necessary documentation are available for medical rounds. 

Informing insurance companies on the admission of an insured visitor and maintain contact with the company during the period of time in hospital.

Notify the Finance Department of visitors from countries outside the reciprocal agreement and complete all necessary documentation. Assist patients and their relatives regarding the administrative aspects of in-patient care e.g. insurance forms, medical certificates etc. 

Liaise with the Travel Department in order to organise the transfer of patients to UK NHS Trusts for further treatment. Prior to the discharge of patients, liaise with insurance companies to ensure that adequate arrangements have been made for accompanying visitors and/or relatives.

Maintain ward stationary, equipment and supplies necessary to meet ward requirements. Using the new computer system, order necessary stock within budgetary limits. 2.10 Attend ward meetings and ensure notes are documented accurately to ensure necessary records are maintained and provided upon request.

Knowledge

The post holder must be educated to a minimum of GSCE level or equivalent. Knowledge and experience in the use of computerised records systems and keyboard experience is essential. Excellent communication skills are also essential, together with a mature and sympathetic approach in order to deal with members of the public and a wide range of professional staff in a pressurised environment. The post holder will be expected to possess the confidence to deal with patients, relatives and visitors who are often highly distressed, responding in a calm and professional manner. Ideally, the postholder should have reception or administration experience and must be able to use their own initiative and prioritise task whilst under pressure.

General skills / attributes

It is imperative that all patient data captured is 100% accurate as greater emphasis is placed on the statistics produced.

The inputting and checking of patient details is undertaken at the ‘front’ desk and the post holders are subject to continual interruptions by telephone calls, visitors to the ward and queries for medical and nursing staff. It is therefore, imperative that the post holders have a high degree of accuracy and the need for flexibility is essential. 

Patients valuables such as jewellery, credit cards, cheque books and cash are deposited with the Ward Clerks for safe keeping and ultimate responsibility for ensuring that they are deposited into a safe.