Apprentice Clerk - Gastroenterology Department
Brief Summary of Vacancy:
To provide a comprehensive clerical service to the Medical Division by ensuring clinical letters and results are filed appropriately and within an acceptable time scale into hospital notes and dispatched accordingly.
Vacancy Description:
Duties include:
- Provide a comprehensive clerical service to the secretarial team, undertaking work-related correspondence, photocopying, filing, retrieval of documents and patient case notes, according to the requirements of the service, recording the movement of notes on the Electronic Patient Record System (EPR)
- To answer the telephone in a courteous, professional and pleasant manner, ensuring that messages are relayed and actioned in an appropriate and timely fashion
- To deal professionally with enquiries from colleagues and other health care staff
- To ensure effective communication with colleagues and other health care staff
- Update and maintain patient tracking records, according to the agreed quality standard, filing essential documents in the appropriate place
- Be able to use the required electronic systems for correspondence, recording, retrieval and maintenance of information, as and when required including APEX for pathology results, the Electronic Discharge System (EDS) and Radiology systems
- To be able to add patient data to a database accurately
- Maintain efficient office systems associated with good office management assisting with the monitoring of standards and with the implementation of action plans to improve quality of services
- Filing letters and investigation reports in hospital notes
- Organising and maintaining the departments’ notes filing systems
- Sending out the letters/reports with notes to other hospital departments
- Opening the post, date stamping, and distributing to appropriate Consultant’s/secretary’s desk
- Opening internal notes post, distributing as appropriate and booking through EPR.
- To use own initiative and manage own work load, liaising with the medical secretaries regarding priority
- Taking hospital notes to the wards or other staff as required
- Retrieving hospital notes from other departments and Health Records on a daily basis
- Filing reports and letters in the hospital notes in Health Records and in other locations where the notes are situated on a daily basis
- Take referrals to clinics and prescriptions to Pharmacy as required
- Making sure the notes are complete and that correspondence and investigation results are filed correctly before the notes are returned to Health Records
- Photocopying and laminating on request
- To work on Reception when required, admitting and departing patients following Trust Protocols