JOB DESCRIPTION
Ward Clerk/Receptionist Theatre/Surgical Admission Unit
Perioperative Services
Whangarei Hospital
Position Title:
Ward Clerk / Receptionist
Organisation Unit:
Theatre/Surgical Admission Unit, Perioperative Services
Location:
Theatre/Surgical Admission Unit, Whangarei Hospital
Northland District Health Board
Responsible to:
Clinical Nurse Manager PACU/SAU, Perioperative Services
Northland District Health Board
Primary Functions of
the Position:
To provide a friendly customer focused reception service to
people attending Pre-Admission Clinic, Surgical Admission Unit
(SAU) and Theatre.
To provide efficient and accurate administrative and clerical
support to the Operating Theatre, Surgical Admission Unit and
Pre-Admission Clinic.
Liaison with the Nursing staff, Surgical and Clinical Support staff
of the theatre complex, surgical wards and other internal
services.
The overall function of this position includes ward clerk duties,
reception duties, clinic reception / file maintenance, data entry,
and statistic collection.
Functional Relationships
The Theatre/Surgical Admission Unit Receptionist/Clerk will develop and maintain excellent
relationships with:
Internal
External
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Medical Staff
Nursing Staff
Clinical Nurses Managers
Associate Clinical Nurse Managers
Anaesthetists
Anaesthetic Technicians
Other Clerical and Administration Staff
Typists
Clinical Information Services staff
Clinical support staff
Information Technology staff
Security
Kitchen Staff
Medical Records
Coding Department
Radiology
Laboratory
Clinic Receptionists
Peripheral Hospital Clinics
Patients, their families / whanau
Central stores
Ward Clerks
Waiting List (Surgical Booking) Clerks
Admissions
Porters
Social Workers
Takawaenga Services
Hospital Aides
Regional hospitals and other DHB
services
GP’s
Northern Pathology
Northern Radiology
General Public
Community Agencies
Practice Nurses
Other health providers
Members of the public
Key Responsibilities and Expected Outcomes
Northland District Health Board has established a set of values by which the organisation will
respond, in part, to achieving its goals and objectives through their workforce. The following
values and supporting statements are expected behaviours of each individual employed with
NDHB:
Values
Supporting Statement
People First
Tangata I te tuatahi
Respect
Whakaute (tuku mana)
Caring
Manaaki
Communication
Whakawhitiwhiti korero
Excellence
Taumata teitei (hirangi)
People are central to all we do
We treat others as we would like to be treated
We nurture those around us, and treat all with dignity and
compassion
We communicate safely, openly and with respect to promote clear
understanding
Our attitude of excellence inspires success, competence,
confidence and innovation
The position of Ward Clerk / Receptionist encompasses the following major functions or key
result areas:
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Liaise with nursing, surgical clinical support staff and other internal hospital services
ensuring clerical and administrative requirements for the Surgical Admission Unit (SAU) /
Theatre / Pre-admission Clinic are met.
Provision of receptionist duties and support of staff as required.
Ensure effective communication with nursing staff, patients, public and other colleagues.
Adhere to Northland District Health Board and Medical service policies, protocols and
guidelines.
Knowledge and skills development is ongoing and up to date with current trends.
Treaty of Waitangi
Health and Safety
The outcome requirements of the above key responsibility areas are outlined below:
Key Responsibility Area
Ensure clerical and
administrative
requirements for the
unit/ward are met.
Expected Outcomes
General Office Duties
 Open and close reception office to ensure security of
patient files
 Maintain a tidy and welcome reception area and waiting
area
 Maintain confidential patient files, collate and re-assemble
Inpatient and Outpatient files on discharge in accordance
with NDHB policy
 Ensure the efficient tracking and coordination of clinical
notes for patients
 Order and maintain the storage of stationery for the SAU /
Theatre (those items not on imprest)
 Order and maintain the storage of other clinical supplies as
required
 Refer enquiries to appropriate nursing/medical/ other staff
when necessary
 Receive and relay messages
 All internal and external telephone enquiries are answered
in a prompt and courteous manner
 Receiving, sorting and redistribution of mail.
 Carry out general office duties, filing, photocopying and
facsimile transmission.
 Liaise with the Clinical Nurse Manager and other
appropriate departments to arrange booked admissions.
 Prepare the clinical notes and other documentation for
patient transfers, in collaboration with the nurse
coordinating the transfer.
 Execute computer skills as required for the Patient
Management system (PMS), including the ordering of
patient labels, update the ward census and appropriate
procedures involved in the transfer of Consultants.
 Act as resource person for nursing staff on the operation of
the PMS.
 In consultation with the Clinical Nurse Manager, liaise with
DHB services and other health providers to ensure patient
information flow is managed seamlessly, with the minimum
of inconvenience for the patient.
 Maintain repair book, prepare WIMS requisitions and check
for completion of the repairs.
Key Responsibility Area
Expected Outcomes
Day of Surgery Admissions
 Prepare list of “Day of Surgery” patients for PACU daily (for
PACU staff to transfer patients from SAU to wards)
 Ensure admission charts and patient notes from other
wards are in SAU the day before required
Pre-admission Clinic
 Maintain daily lists for pre-admissions
 Ensure pre-admission charts from other wards are in Preadmission clinic the day before required
 Make appointments for pre-admissions after notes / health
questionnaire reviewed by clinic nurses
 Set up charts for SAU pre-admissions
 Enter “walk ins” into relevant Pre-admission Clinic / Walk in
Clinic / Anaesthetic Clinic appointment diary
 Complete “end of day” for Pre-admission Clinic and
Anaesthetic Clinic, including patient category
Theatre
 Print theatre lists from Patient Management System at
11:00 and 16:00
 Knowledge of ICD10 codes and enter ICD code number to
list as required for late additions to list
 Distribute theatre lists and audit sheets within theatre
complex (theatre / PACU / SAU / reception / whiteboard) at
11:00 and 16:00
 Fax theatre lists to relevant wards / departments at 11:00
and 16:00
 Relieve Theatre Data Entry Clerk when on annual leave /
sick leave
Surgical Admission Unit
 Maintain diary for booked admissions
 Collect patient charts for booked admissions from Surgical
Booking Clerks
 Maintain patient files in pre-determined order
 On patient arrival, check admission form with patient that
details are correct on admission form and ask patient to
sign form
 Update patient details on computer and reprint “front sheet”
and labels as required
 Admit patient into SAU on computer
 Prepare clinical charts in readiness for acute / arranged
acute and booked admissions to SAU
 Liaise with nursing staff and appropriate departments to
arrange follow up Outpatient appointments for Day Cases,
documenting process in the inpatient follow up appointment
book
 Laboratory results collected and filed in patient notes.
Attach label (Consultant to sign histology) on front of chart.
Send notes to consultant.
 Collate and file notes correctly on discharge
 Discharge letter to be sent to GP (should be sent the day
after admission/discharge)
 Forward notes to next destination (usually coding)
 Track all sets of notes entering / leaving SAU
Key Responsibility Area
Expected Outcomes
Statistics
 Check daily census audit and correct information as
required
 Data collection maintained for Clinical Information Services
as requested – daily input data of patient transfers from
previous day
 Daily – audit the previous day data of patient transfers from
previous day for accuracy and then file
 Complete end of month data for Clinical Information
Services (CIS) and send to CIS within two days after the
end of the month – on computer and paper copy with batch
and hash numbers
 Complete monthly statistics for Perioperative nurse
Manager and Clinical Nurse Manager PACU/SAU
Provide first point of
contact for all those who
enter the ward/unit,
including patients,
visitors, families/whanau
and other DHB personnel
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Ensure effective
communication with
staff, patients, their
families / whanau, other
DHB personnel and the
general public
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Adhere to Northland
District Health Board
policies, protocols and
guidelines
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Receive patients/visitors in a friendly courteous manner
Receive patients and/or patient’s family/whanau,
determine nature of business and advise staff accordingly.
Receive company representatives, ring person they are
visiting, organize for orderly to escort visitor into theatre.
Handle any general enquires from clients, their
families/whanau, referral agencies and other Health
providers or members of the public.
Ensure telephone calls are received and brought to the
attention of the appropriate staff member for action with the
least possible delay.
Provide a liaison service between patients, team members
and other services as required to ensure information and
requests are received and passed on to relevant personnel.
Use communication skills to establish and maintain
effective relationships
Communicate and liaise with nursing, medical, paramedical
staff and personnel in other departments in a friendly
courteous manner
Maintain harmonious interpersonal relationships and
effective communication within the team and within the
hospital
Assist to create an environment that is therapeutic.
Conduct self in responsible and professional manner.
Implement organisational vision and values
Respect individual patient’s beliefs/values.
Ensure cover for staff breaks
Actively participate as part of the multi-disciplinary team
Participate in an environment of continuous quality
improvement
Be aware of and comply with Northland District Health
Board polices
Be aware of and comply with legislative requirements such
as Privacy Act, Code of Rights, confidentiality
Key Responsibility Area
Knowledge and skills
development is ongoing
and up-to-date with
current trends
Expected Outcomes
 Take part in ongoing training relevant to area of work.
 To provide a culturally / ethically acceptable service
 Formal appraisal will take place not less frequently than
annually and will involve the formulation of personal work
development plan which will be revised annually.
Treaty of Waitangi
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Health & Safety
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Contribute to the promotion of the principles of Treaty of
Waitangi and the involvement if Maori within the decision
making process for their health and independence, within
District Health Board management processes and
procedures
Include the principles of the Treaty of Waitangi within all
aspects of the role and its outcomes
Ensure that consultation and engagement processes
include appropriate mechanisms to meet the need of Maori
in a culturally appropriate and safe manner
Attend the Northland District Health Board Treaty of
Waitangi Training
Ensure compliance with designated responsibilities
detailed in Northland District Health Board’s Health and
Safety Policy
Promote an environment of physical, occupational, cultural,
ethical and legal safety
Observe safe work practices, rules and instructions relating
to work, and be pro-active in hazard management
Willingly co-operate in the achievement of all health and
safety goals and initiatives by:
 Practising and observing safe work methods;
 The use of safety equipment;
 Reporting unsafe conditions or equipment; and
 Reporting and documenting all accidents or incidents
Variation of Duties
Duties and responsibilities described above should not be construed as a complete and
exhaustive list as it is not the intention to limit in any way the scope or functions of the
position. Duties and responsibilities can be amended from time to time either by additional,
deletion or straight amendment by the Clinical Nurse Manager, PACU / SAU to meet any
changing conditions, however this will only be done in consultation with the employee.
Person Specification
Education and Qualifications
Essential
 Good standard of written and spoken
English
Desirable
Experience
Essential
 Basic computer skills
 Experience in a customer service based
role
 Previous experience working with
computers and data entry
Desirable
 Competent with the use of all Microsoft
software packages (Word, Excel,
PowerPoint)
 Previous health-related experience
 Experience working in a multi-disciplinary
team
 Previous experience in a clerical role
Awareness and Understanding of
Essential
 The Treaty of Waitangi and its application
to the health setting
 Privacy Act 1993 and Health Information
Privacy Code (1994)
 Health and Safety in Employment Act
1992
Desirable
 Health and Disability Commissioner
(Code of Health and Disability Services
Consumers’ Rights) Regulations (1996)
 New Zealand Council of Healthcare
Standards
Skills & Personal Attributes
Skills
 Demonstrated developed interpersonal skills
 Demonstrated work organisational skills
 Demonstrated time management skills
 Demonstrated ability to respect the privacy of clients and treat all information in a
sensitive and confidential manner
 Good interpersonal skills
Personal Attributes
 Ability to work autonomously
 Ability to communicate effectively with a wide range of people, including ability to manage
telephone contacts
 Ability to be flexible, versatile and open to change
 Commitment to accuracy
 Demonstrated ability to work well within a team
Performance Development Review
An initial review of performance will be conducted after three months, with an annual review
thereafter.
An individual Development Plan will be developed to reflect the contribution this position is
expected to make towards achieving the team’s objectives and measures. Key result areas
will be developed and agreed at this time.
Authorised by:
Signature:
Date:
Acceptance
Acceptance of the position implies acceptance of this position description.
Position Title:
Signature of employee:
Date: