Ward Clerk - Health Records

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 of the postholder is to work as part of the multidisciplinary team to support effective clinical care by providing efficient administrative, clerical and receptionist services within the acute adult and children’s wards.

This role does not meet the eligibility criteria for a or a NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (CoS).

• Glasgow Royal Infirmary is recruiting a Ward Clerk to join the Health Records team
• The shift pattern for this post is Monday to Thursday 08:00 to 12:30 and Friday 08:00 to 12:00
• Please note the salary is Pro Rata for part time hours

• Welcome patients, relatives and visitors via the door entry buzzer system (where available) directing them to ward bedrooms ensuring that security, health and safety and infection control measures are understood and adhered to
• Answer ward telephone calls taking/relaying messages for multidisciplinary team members
• Provide information concerning the condition of patients to relatives as directed by nursing staff
• Ensure reception/clerical staff base and waiting areas are maintained in a presentable manner [cleaning of PC’s, telephones and casenote trolley
• Admit, discharge and transfer patients on Trak Care computerised Patient Management System (Trak Care)
• Crosscheck bed census white board against Trak Care
• Pre‑admit patients on Trak Care
• Arrange/request/book out‑patient appointments
• Arrive/Discharge clinic patients
• Arrange ambulance transport for patients being discharged or routinely transferred to another hospital
• Arrange interpreter services
• Requests patient casenotes update Trak Care casenote tracking system whenever patient records are received or leave the ward area
• Prepares admission packs with all required documentation
• Prepares paper casenotes and clinical/nursing documentation packs for new admissions
• Prints/replenishes patient identification labels
• Liaises with medical staff regarding results sign off
• Files patient loose documentation after discharge in scanning folder/case note
• Scans residual filing/paperwork post discharge
• Emailing of patient information in line with NHSGGC Board policy
• Photocopying of documents
• More responsibilities can be found within the attached job description

• 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 of supportive policies designed to enhance your employee journey, including a comprehensive Employee Assistance Programme, Cycle to Work Scheme, bursary scheme and extensive learning and development opportunities.

As an NHS Scotland employee, you will be entitled to:

• A minimum of 27 days annual leave, increasing with length of service, plus public holidays
• Membership of the NHS Pension Scheme, including life insurance benefits
• Salary Sacrifice Car Benefit Scheme
• Development opportunities including study bursaries, e‑learning and classroom‑based courses
• Enhanced pay for working public holidays
• NHS discounts on a wide range of goods and services
• Confidential employee support and assistance, including counselling and psychological therapies

If you would like to find out more, we would love to hear from…