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Prescription Clerk

Job Description

The purpose of this post is to provide a comprehensive administrative service to within the CBU. The post holder’s main duties will be to support the planning, organising, directing and coordinating the prescription requests and administrative work within the department. The Clerical Officer will be expected to work with the minimum of supervision. He/she will be able to demonstrate flexibility and use own initiative to carry out duties in such a way as to make a direct and positive contribution to the organisation, thus enabling the Consultant and his/her team to utilise their time in an efficient and effective manner. The post holder will provide a confident professional service to all patients and their parents, whilst supporting them throughout their pathway of care. It is vital that confidentiality be maintained at all times. The post holder must adhere to Trust Policies and Procedures at all times.

• Dealing with patients/parents/carers/general public in a polite, professional and confidential manner.
• Deal effectively and efficiently with any enquiries (telephone or face to face) from clinical and non-clinical staff within the Trust in a professional manner.
• Deal with routine telephone enquiries from parents/carers/general public in a professional, polite and confidential manner, referring to appropriate person/department with regard to any enquiries outside of the post holder’s remit.
• Liaise with clinicians in a timely and professional manner in relation to patient queries.
• Attend and contribute to departmental meetings, team briefs etc
• To use own initiative within the remit of the post.
• Ensure the use of correct coding and timely data entry when accessing the Patient Administration System (Meditech), including transfers to other departments, for example from ward to theatre, pre-op clinics, ward based out-patient referrals etc.
• Ensure accurate filing of all clinical correspondence in a timely manner, once validated by clinical staff in line with the Health Records Policy.
• Ensure medical records are kept in good order, attaching any necessary documentation to correspond with patient’s episode.
• Participate in flexible staff rota.
• Offer flexibility in training and undertaking new systems of working, in relation to NHS performance indicators.
• Have an awareness and understanding of all performance indicators and work towards them on a daily basis.

• Dealing with patients/parents/carers/general public in a polite, professional and confidential manner.
• Deal effectively and efficiently with any enquiries (telephone or face to face) from clinical and non-clinical staff within the Trust in a professional manner.
• Deal with routine telephone enquiries from parents/carers/general public in a professional, polite and confidential manner, referring to appropriate person/department with regard to any enquiries outside of the post holder’s remit.
• Liaise with clinicians in a timely and professional manner in relation to patient queries.
• Attend and contribute to departmental meetings, team briefs etc.

• To use own initiative within the remit of the post.
• Ensure the use of correct coding and timely data entry when accessing the Patient Administration System (Meditech), including transfers to other departments, for example from ward to theatre, pre-op clinics, ward based out-patient referrals etc.
• Ensure accurate filing of all clinical correspondence in a timely manner, once validated by clinical staff in line with the Health Records Policy.
• Ensure medical records are kept in good order, attaching any necessary documentation to correspond with patient’s episode.
• Participate in flexible staff rota.
• Offer flexibility in training and undertaking new systems of working, in relation to NHS performance indicators.
• Have an awareness and understanding of all performance indicators and work towards them on a daily basis.

• Plan, organize and prioritize own tasks, ensuring work is completed within locally agreed timescales.
• Ensure all incoming and outgoing correspondence is dealt with in a timely manner, including appropriate action to deal with all new referrals within locally agreed timescale and posting, sorting and distribution of clinical correspondence.
• Maintain departmental filing system to ensure easy retrieval of all documentation.
• To carry out some general/copy typing, including the typing and distribution of medical rotas if required.
• Provide cover in the absence of administrative clerks to ensure the needs of the service are met during planned and unplanned leave.
• Ensure all requests for diagnostic tests are delivered to the appropriate department in a timely manner.
• To maintain and update notice boards within the department.

• The post holder will be required to have frequent periods of sitting and standing.
• The post holder will be required to have frequent use of a VDU screen for data entry.
• The post holder may be required to handle and move heavy objects, e.g. case notes, stationery boxes etc.
• The post holder may be required to pull, lift and carry case notes.
• The post holder will require good keyboard skills.

• To book/transfer patients in and out of the department, ensuring all demographic details are entered on to the Patient Administration System in a timely, accurate and secure manner, ensuring any errors are highlighted to the relevant bodies in line with the Data Quality Policy.
• Deal with all enquiries from patients/parents/carers in a confidential and sensitive nature.
• Liaise with internal/external agencies as and when required to ensure the best possible patient experience, for example booking transport, interpreters, portering services etc.

• To comply with all Trust and local departmental policies and procedures.
• To be responsible for the general housekeeping of own work area, as well as departmental common areas, reporting any faulty or broken equipment and adhering to the Trust Risk Management Strategy.
• Undergo all statutory/mandatory training as and when required.
• To take reasonable care for the health and safety of oneself, as well as others.
• Adhere to Trust risk management policies to ensure a safe working environment.
• The post holder is required to comply with the Trust policies on infection prevention and control, bringing any deficiencies to the attention of the Line Manager.

• To raise orders for equipment and consumables and maintain adequate supplies within the department using the Trust procurement system.

• Undergo continuous professional development as identified in personal development plan/review, in conjunction with the Knowledge & Skills Framework (KSF) outline for this post.
• To assist in the support and training of less experienced staff within the department.

• Ensure all information on the Patient Administration System is updated and accurate, in line with the Trust Data Quality Policy and liaise with colleagues as required, ensuring any necessary changes are actioned.
• Undertake training of the National GP Database in order to check and/or update patient demographic details.
• Following consultation, to cooperate in the introduction of new technology in addition to that already in place as it may apply to the duties of the post holder.
• Undertake regular refresher training in information technology to ensure knowledge and skills are kept up to date.
• Ensure any other patient identifiable information (other than that stored on the Patient Administration System) is stored and used in line with the Trust’s Information Governance Policy.

• To assist with any administrative audit requirements in line with the duties of the post.

• To support the identification of more efficient ways of working within area of responsibility.
• To comply with all Trust and department policies and procedures.

• Act in ways that support equality and diversity and recognise the importance of people’s rights in accordance with legislation, policies, procedures and good practice.
• Valuing people as individuals and treating everyone with dignity and respect, consideration and without prejudice, respecting diversity and recognizing peoples expressed beliefs, preferences and choices in working with others and delivering appropriate services.
• Recognise and report behaviour that undermines equality under the Trust policy.
• Be consciously aware of own behaviour and encourage the same levels of behaviour in colleagues.
• Acknowledge others’ different perspectives and recognise the diverse needs and experiences of everyone they come into contact with.

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