Ward Clerk Health Records

Overview

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non-clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.

The role:

The eHealth Directorate aims to deliver and maintain an integrated information, technology, and records management strategy that ensures the right information is available at the right time and place to support high-quality patient care, population health improvement, and better integration between Health services and Local Authority partners.

Its work covers electronic patient records and case notes across community, primary, outpatient, inpatient, and post-discharge care; development and support of clinical and management information systems; and the collection and analysis of data for government reporting, performance monitoring, and public health surveillance.

The Directorate employs around 1,700 staff and manages an annual revenue budget of approximately £80 million, a capital budget of £2–4 million, and a non-recurring eHealth budget of around £10 million.

It is structured into five main departments:

• Operations – IT, telecommunications, infrastructure, applications, and information security.
• Strategy, Programmes and Innovation – long-term eHealth strategy, innovation partnerships, and delivery of complex programmes and system developments.
• Information Management – data collection and analysis, information governance, knowledge services, clinical coding, and business intelligence.
• Health Records – health records services, outpatient clinics, and ward clerk services.
• Business and Resource Management – finance, procurement, governance, risk, PMO, information governance, staff governance, and facilities management.

Permanent, Part time

Vale of Leven Hospital

Shift Pattern – Monday-Friday 8:30-12:30

• Customer Care
  Welcome and direct patients, relatives, and visitors, ensuring security, health, safety, and infection control compliance.
  Answer ward phone calls, taking and relaying messages for multidisciplinary team members.
  Provide patient condition information to relatives as directed by nursing staff.
  Maintain reception/clerical areas in a presentable and hygienic state.
• Patient Administration
  Admit, discharge, and transfer patients using Trak Care.
  Crosscheck bed census against Trak Care.
  Pre-admit patients and arrange outpatient appointments.
  Handle clinic arrivals/discharges and arrange ambulance transport.
  Coordinate interpreter services.
  Update patient casenotes in Trak Care system; prepare admission packs and clinical documentation.
  Print/replenish patient s; liaise with medical staff for results sign-off.
  File, scan, and email patient documentation according to NHSGGC policy.
• General
  Photocopy documents and distribute staff/patient mail.
  Monitor ward stationery and generate stock/non-stock orders via PECOS.
  Report faults to Estates and eHealth help desks.
  Manage patient belongings per ward protocol.
  Enter nursing staff shifts in SSTS; assist with ward audit data entry.
  Support induction and mentoring of new or rotating staff.
  Attend ward huddles as required.
  Promote patient-centered care and high-quality patient experience.
  Act as a role model for NHSGGC values, demonstrating professionalism, dignity, and respect.

• Knowledge required to undertake the role will be established through relevant in-house training relating to processes and procedures, Trak Care patient information system and stock ordering system with expectation of performing at a fully competent level within a specific time period (tbc).
• Previous clerical/reception experience.
• Previous experience of working with the general public in a customer service environment.
• Good organisational and communication skills.
• Keyboard skills.
• Proficient use of computer systems.

We offer a wide range…