Canterbury DHB

Clerical Responsibilities

Clerical duties include:

• Check that the patient has been through admitting and that they have a front sheet.
• Update the relevant information on computer (Homer).
• Make up a blue notes folder and red notes folder.
• Ensure an identification bracelet is made up.
• Request old notes and Haematology outpatient notes (if not already done by admitting).
  • If this is an arranged admission, the Ward Clerk should have ordered the notes in advance.
  • If the patient is from another area, the notes and x-rays may need to be ordered.

Note: After hours, the laboratory staff (80373) can be asked to find the Haematology notes if not too busy.

After-Hours

If an outpatient calls, see After Hours Guidelines.

If a patient is to be admitted from outpatients or after hours, the patient will normally come via the Emergency Department (see below for exceptions).

The doctor/registered nurse arranging the admission must phone the ED Triage Nurse (ext. 80274):

• Give the patient’s name, NHI if known, diagnosis and clinical situation.
• Indicate whether the patient will arrive in an ambulance or by their own transport.
• Advise how the admission should be managed, e.g. admitted to B6 or to General Medicine, or treated according to the Immunosuppressed Patient’s Clinical Pathway, ref 2167.
• If uncertain, ask for an ED doctor to assess the patient and then call you. It may be a surgical problem.
• If a B6 bed is available and the patient is medically stable, then the patient should be admitted directly to the B6.

If the patient is coming in for review after hours, inform the Clinical Team Coordinator (page 5265) of the impending admission.

It is important that the doctor arranging the admission speaks to the ward if the ward is expected to initiate any action, e.g., blood cultures from Hickman lines. They should also speak to the Duty Medical Registrar/House Officer on call. See After Hours Guidelines. Give them clear instructions as to what is required.

For duty RMO arrangements, see the Resident Medical Officer's Handbook.

The duty medical staff should be asked to contact the Consultant directly when they have assessed the patient.

Topic Code: 4628