Ward Clerk

RENAL UNIT - PROFILE

The Renal Unit at Beaumont Hospital provides a comprehensive service for the diagnosis and management of patients with renal diseases and a fully integrated programme of renal replacement therapy for patients with End Stage Renal Disease (ESRD).  This integrated approach offers all modalities of Renal Replacement Therapy i.e. Regular Haemodialysis, Home Haemodialysis, as well as a vigorous approach to Renal Transplantation.

Dialysis Therapy Centre Outpatients Dialysis Facility

The Dialysis Therapy Centre is located on the1st floor of Ashlin Centre and comprises of 34 stations for regular dialysis treatments. The unit is divided into two units and single rooms

DTC Unit 1: Stations 1-14
DTC Unit 2: Stations 1-16

Specific purpose Single Rooms 1-4

This unit currently operates between the hrs 07:00 to 23:00 Monday to Saturday and closed on Sundays.

Staff in this unit also provide an acute haemodialysis service to the three critical care units based within the hospital.

ROLE OF THE WARD CLERK

Under general supervision and following established policies and procedures provide an efficient, friendly administrative support service to the Haemodialysis Services. Act as a clerical resource person for the nursing unit for individual aspects of patient care. Serve as a key communication link between the healthcare team and other hospital departments.

KEY TASKS

• Print individual patient’s dialysis treatment plans for following day and sort into shifts
• Write up list of blood tests required on each patient for following day on treatment pages
• Print results of blood tests as requested
• Ensure BHIS is kept up to date with patient demographics and contact details, including GP details
• Generate Kardex for new patients with their contact and dialysis details
• Ensure Kardex are kept up to date for all patients
• Arrange for porter to collect patients from wards requiring dialysis and bring to unit
• Email and phone transport company as required to collect patients from home/DTC
• Update master transport spreadsheet as required and email to transport company on a weekly basis
• Request out-patient appointments for patients, as required.

Admissions

• Check St. Peter's / Damien’s in-patient census to verify the number of admissions from DTC and send patients medical record to appropriate ward if not already done so
• Ensure that the patient's chart is in good repair and in chronological order as per Medical Record's policy and procedures, prior to delivery to the ward.

Medical Record

• Be responsible for the medical record of all patients attending the DTC
• Retain and file patient's chart in the DTC
• Track all charts entering and leaving DTC
• Complete weekly chart audit and submit report to Medical Records
• Locate and retrieve as many charts as possible back to DTC before the weekend
• Maintain charts to the required standard as per Medical Records Policy - file all results and correspondence in appropriate section of charts. Send to quality control when appropriate.

General

• Answer telephones and make telephone calls as required
• Receive visiting staff and visitors to the unit and help process their enquiries
• Maintain good office procedures, sort and distribute post, order and maintain appropriate stationery levels in the unit, monitor and maintain office equipment and supply inventory
• Ensure that all obsolete computer printouts are discarded as per hospital policy
• Carry out typing pertaining to ward administration
• Keep a record of TSD requests and follow-up as required for work not yet completed
• Print reports in advance for Consultant Monthly Meetings.

Reception Duties

• Provide cover at front desk/Renal Day Ward/Home Therapies as required.

COMPETENCIES

The general competencies apply as with the Grade III panel.  The individual assigned to this post will be self-assured, organised, calm, computer literate and adaptable.  He/she will have a high level of awareness of the importance of preserving confidentiality. The job holder may be required to provide clerical support within the Dialysis Therapy Centre during periods of annual and sick leave.

This job description represents the main areas of responsibility and is subject to review and amendment in the light of developments.

Selection Criteria:

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.
Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

1. Professional Qualifications, Experience, etc

(a) Eligible applicants will be those who on the closing date for the competition:

(i) Obtained at least grade D (or pass) in Higher or Ordinary Level in five
subjects from the approved list of subjects in the Department of Education
established Leaving Certificate Examination or Leaving Certificate
Vocational Programme or Leaving Certificate Applied..

Or

(ii) Passed an examination of at least equivalent standard

Or

(iii) Satisfactory relevant experience which encompasses demonstrable equivalent skills

And

(b) Candidates must possess the requisite knowledge and ability, including a
high standard of suitability and administrative ability), for the proper discharge of the office.