Overview The Oncology Ward Clerk is responsible for providing a high standard of administrative support within the Oncology Department, ensuring the efficient operation of the ward and the delivery of quality, patient-centred care.
As a key member of the frontline team, the Ward Clerk supports clinical and administrative processes by managing patient documentation, registration, and scheduling, while maintaining excellent communication with patients and staff.
The role requires a collaborative, organised, and proactive approach, embracing continuous quality improvement and supporting the implementation of hospital systems and procedures in line with organisational goals.
Key Responsibilities Patient Registration and Scheduling Schedule all patients for treatment in the Oncology Day Unit (ODU) in coordination with the clinical team.
Order bloods in advance for all pre-registered patients, ensuring results are available prior to scheduled treatments.
Register all patients on arrival to the ODU and ensure patients are wrist-banded prior to treatment.
Ensure all insurance and consent forms are completed by patients on iPad or hard copy as appropriate.
Greet patients on arrival, manage patient flow according to appointment schedules, and ensure a welcoming and efficient check-in process.
Address initial patient queries courteously and escalate or communicate relevant issues to nursing staff prior to treatment.
Maintain accurate and timely patient registration records in accordance with hospital policy.
Patient Documentation and Chart Management Conduct daily reviews of patient charts to ensure all documentation is correctly filed, complete, and compliant with hospital standards.
Ensure all insurance forms are signed by patients upon admission.
Maintain adequate supplies of patient labels and clinical sheets, ensuring all sheets are correctly labeled and ready for use.
Order additional stock of clinical sheets when required (photocopies are not permitted).
Securely fasten all documentation in patient charts throughout their stay and prior to return to Finance or Medical Records.
Ensure that no chart leaves the ward area without the patients name, hospital number, and date of birth on each sheet.
All documentation must be labelled in line with hospital standards.
Track all charts received and leaving the ward area to maintain accurate audit trails.
Medical Records Management Prepare all patient charts in advance of clinic attendance, liaising with the Medical Records team to identify and locate any unscheduled or missing charts.
Manage and maintain all Oncology/Hematology (ONC/HAE) patient charts within the ODU, creating new chart volumes as required.
Ensure all documentation generated during patient visits is properly labeled and filed in the correct sections of the patient chart.
Accurately track all charts to ensure traceability and data integrity.
Ensure charts are securely stored and properly filed before leaving the ODU.
Administrative and IT Support Support the implementation and ongoing use of electronic systems within the department.
Provide basic user assistance to staff in the use of ward-based IT systems.
Participate in audits, data entry, and reporting tasks as required.
Promote a patient-centred culture of openness, teamwork, and responsiveness to patient needs.
Carry out any other duties as assigned, consistent with the overall purpose of the role and the operational requirements of the department.
Person Specification Qualifications and Experience Previous experience in a healthcare administrative or ward clerk role (essential).
Knowledge of medical terminology and hospital administration systems (desirable).
Proficiency in Microsoft Office and hospital IT systems.
Experience in patient scheduling, registration, and records management.
Skills and Attributes Excellent organisational and multitasking skills.
Strong interpersonal and communication abilities.
High attention to detail and accuracy in documentation.
Ability to work effectively under pressure in a fast-paced clinical environment.
Commitment to confidentiality, professionalism, and patient-centred care.
Skills: Admin Administration Ward clerk Oncology Oncology department Oncology ward clerk