Ward Administrator

Responsibilities

• Responsible for ensuring the administrative and clerical work related to patient care is competently managed.
• Provide and effect day‑to‑day clerical support to facilitate the smooth running of the ward alongside the ward manager and senior colleagues.
• Cover clerical duties: meeting and greeting staff, patients, and visitors; answering the telephone and dealing with all enquiries.
• Ensure that all paper and computer stored data surrounding a patient episode is completed accurately and promptly.
• Input, update and monitor patient confidential information on Careflow alongside other Trust systems.
• Deal efficiently and in a professional manner with enquiries from both patients and staff internally and externally.
• When admitting patients, check and update the following details: Title, Sex, First Name, Surname, Marital Status, Date of Birth, Religion, Ethnic Group, GP Name, Practice name, GP applies, Address, Postcode, Next of Kin and all telephone contact numbers.
• Ensure all patient discharge information is correctly filled out by nursing and medical staff, and where appropriate send to GP, Secretary, anti‑coagulation department, and file a copy in case notes.
• Open all incoming post unless marked to a specified member of staff, process and pass to the appropriate members of the nursing team.
• Be responsible for ensuring all the relevant correspondence is located.
• Answer telephone enquiries following departmental protocol, both internal and external, from staff, departments, patients/relatives, and other hospitals; refer them to the supervisory staff member when necessary.
• When elective patients arrive, check correspondence, amend any details on Careflow, add their details to the ward admission book specifying date of admission, consultant, and GP, and ensure that admission and discharge times are recorded.
• Book post‑inpatient follow‑up appointments for patients leaving with a follow‑up appointment in hand; send follow‑up requests to the relevant department/team.
• Mark in the file to record that the request has been made.

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