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Ward Administrator

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University Hospitals Plymouth NHS Trust

11d ago

  • Job
    Full-time
    Junior & Mid Level
  • Plymouth

AI generated summary

  • You must manage patient details, inquiries, notes filing, and admissions on iPM. Collaborate with staff, maintain organization, and assist in transport and appointments as needed.
  • You will manage patient admissions, update records, handle inquiries, maintain case notes, coordinate with medical staff, and ensure efficient ward operations and documentation.

Requirements

  • - Check patient details on admission and update on iPM as necessary
  • - Manage enquiries, including telephone enquiries in conjunction with and under the direction of nursing staff
  • - Receiving results by telephone from laboratories
  • - Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies
  • - Entering admissions and discharges on IPM, including ward transfers, clinical transfers and speciality transfers, updating patient information where necessary
  • - Entering EDD on iPM for patients after 24hrs of admission
  • - Ensuring that the bed state is kept up to date on IPM in real time
  • - Ensure up to date front sheets and labels are available in patients notes
  • - File reports, ensuring they have firstly been seen and initialled by Medical staff
  • - Ensure availability of case notes (including investigation reports) for all admissions
  • - Obtaining notes from other departments using computerised tracing system
  • - Tracing of notes in and out of ward using the computerised tracing system
  • - Ensure notes are filed correctly when patients are discharge/transferred or taken to bereavement services
  • - Liaising with other departments and secretaries regarding referrals, appointments, investigations, and referring for transport as required
  • - Updating IPM as per Trust Policy
  • - Notify GP in the event of a patient death
  • - Keep an up to date list of all investigations requested on the ward and advise junior medical staff accordingly
  • - Keep the ward office tidy and stationery replenished, distribute and redirect mail
  • - Ensure all faults are reported to Estates for repair in a timely fashion
  • - Make up admission packs, etc. as appropriate
  • - General use of the VDU for clerical and identification purposes
  • - Photocopying and faxing when required
  • - Distribution of post and re-directing of mail
  • - Liaising with Post Room staff for collection or urgent specimens
  • - Work closely with medical staff and with other members of the disciplinary team
  • - To integrate into the departmental team and be able to relate to patients and families
  • - To request transport as required
  • - To deal with bleep enquiries
  • - To book follow-up appointments for patients as required
  • - To ensure notes are available for Clinical Coding following discharge
  • - Other duties, which may be allocated by the Ward Manager/Directorate Support Manager
  • - To be fully conversant with case note and x-ray management

Responsibilities

  • Check patient details on admission and update on iPM as necessary.
  • Manage enquiries, including telephone enquiries in conjunction with and under the direction of nursing staff.
  • Receiving results by telephone from laboratories.
  • Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
  • Entering admissions and discharges on IPM, including ward transfers, clinical transfers and speciality transfers, updating patient information where necessary.
  • Entering EDD on iPM for patients after 24hrs of admission.
  • Ensuring that the bed state is kept up to date on IPM in real time.
  • Ensure up to date front sheets and labels are available in patients notes.
  • File reports, ensuring they have firstly been seen and initialled by Medical staff.
  • Ensure availability of case notes (including investigation reports) for all admissions.
  • Obtaining notes from other departments using computerised tracing system.
  • Tracing of notes in and out of ward using the computerised tracing system.
  • Ensure notes are filed correctly when patients are discharge/transferred or taken to bereavement services.
  • Liaising with other departments and secretaries regarding referrals, appointments, investigations, and referring for transport as required.
  • Updating IPM as per Trust Policy.
  • Notify GP in the event of a patient death.
  • Keep an up to date list of all investigations requested on the ward and advise junior medical staff accordingly.
  • Keep the ward office tidy and stationery replenished, distribute and redirect mail.
  • Ensure all faults are reported to Estates for repair in a timely fashion.
  • Make up admission packs, etc. as appropriate.
  • General use of the VDU for clerical and identification purposes.
  • Photocopying and faxing when required.
  • Distribution of post and re-directing of mail.
  • Liaising with Post Room staff for collection or urgent specimens.
  • Work closely with medical staff and with other members of the disciplinary team.
  • To integrate into the departmental team and be able to relate to patients and families.
  • To request transport as required.
  • To deal with bleep enquiries.
  • To book follow-up appointments for patients as required.
  • To ensure notes are available for Clinical Coding following discharge.
  • Other duties, which may be allocated by the Ward Manager/Directorate Support Manager.
  • To be fully conversant with case note and x-ray management.

FAQs

What are the primary responsibilities of a Ward Administrator?

The primary responsibilities include checking patient details on admission, managing enquiries, entering admissions and discharges on the iPM system, maintaining hospital notes, liaising with other departments, and ensuring the ward office is tidy and well-organized.

What system do Ward Administrators use to update patient information?

Ward Administrators use the iPM system to update patient information, including admissions, discharges, and bed state.

How does a Ward Administrator handle lab results?

A Ward Administrator receives lab results by telephone and ensures they are recorded appropriately in the patients' notes after being seen and initialled by medical staff.

What is the procedure for notifying GPs in the event of a patient death?

The Ward Administrator is responsible for notifying the GP of a patient death as part of their duties.

Are Ward Administrators involved in transport arrangements for patients?

Yes, Ward Administrators request transport as required for patients and handle transport-related enquiries.

What should a Ward Administrator do in case of missing case notes?

The Ward Administrator should obtain missing notes from other departments using the computerized tracing system and ensure they are available for all admissions.

Is communication with medical staff important for this role?

Yes, effective communication with medical staff and other members of the disciplinary team is essential for the Ward Administrator to perform their duties efficiently.

What is expected in terms of office organization in the ward?

The Ward Administrator is expected to keep the ward office tidy, replenish stationery, distribute and redirect mail, and ensure all faults are reported to Estates for repair promptly.

How can a Ward Administrator assist junior medical staff?

A Ward Administrator can assist junior medical staff by keeping an up-to-date list of all investigations requested on the ward and advising them accordingly.

Are there any additional duties that a Ward Administrator may be assigned?

Yes, the Ward Administrator may be assigned other duties by the Ward Manager or Directorate Support Manager as needed.

University Hospitals Plymouth NHS Trust

Providing outstanding integrated care and making a difference to people's lives #1BigTeam

Science & Healthcare
Industry
5001-10,000
Employees
1998
Founded Year

Mission & Purpose

University Hospitals Plymouth NHS Trust provides a range of healthcare services across Plymouth and the surrounding areas, including acute and specialist medical care. Their ultimate mission is to deliver high-quality, patient-centered care, enhance health outcomes, and ensure safety. Their purpose is to improve the well-being of the community by offering exceptional clinical services, advancing medical research, and fostering education in healthcare.