JOB SUMMARY:

A ward clerk is a clerical worker who, under the direction and supervision of a charge nurse, acts as a receptionist, answers the telephone, relays messages, assists with keeping nursing records, and performs other clerical duties of the patient unit. Duties performed require the application of prescribed methods and procedures.

EDUCATION, CREDENTIALS & EXPERIENCE REQUIREMENTS:

• High School Graduate.

GENERAL REQUIREMENTS:

• Performs all job responsibilities in alignment with the mission and vision of the organization.
• Performs other duties as required and completes all job functions as per departmental policies and procedures.
• Maintains current knowledge in present areas of responsibility (i.e., self-education, attends ongoing educational programs).
• Attends staff meetings and completes mandatory in-services and requirements and competency evaluations on time.
• Wears protective clothing and equipment as appropriate.

GENERAL SKILLS:

• Ability to communicate in English, both verbally and in writing.
• Additional languages preferred.
• Strong written and verbal skills.
• Basic Computer Skills

WORKING CONDITIONS:

• General environment: Works in a well-lighted, air-conditioned area, with moderate noise levels.
• May be exposed to high noise levels and bright lights.
• May be exposed to limited hazardous substances or body fluids, or infectious organisms.
• May be required to change from one task to another or different nature without loss of efficiency or composure.
• Periods of high stress and fluctuating workloads may occur.
• May be scheduled as needed including overtime.

PHYSICAL REQUIRMENTS & DEMANDS:

• Have near normal hearing: Hear alarms/telephone/normal speaking voice.
• Have near normal vision: Clarity of vision (both near and far), ability to distinguish colors.
• Have good manual dexterity.
• Have good eye-hand foot coordination.
• Ability to perform repetitive tasks/motion.
• Continuously within shift (67-100%): Standing, Walking.
• Frequently within shift (34-66%): Bending/Stooping, Pushing/Pulling, Lift/carry up to 20lbs, Lift/carry greater than 20 lbs. with assistance.
• Occasionally within shift (1-33%): Sitting, Climbing, Twist at waist, Lift/Carry greater than 50 lbs. with assistance, Reaching above shoulder.

MISSION STATEMENT:

QUALITY HEALTHCARE:

• In our continuing effort to enhance the quality of life for the communities we serve, the Hospital Authority of Miller County is committed to the delivery of superior, safe, cost-effective healthcare through the provisions of education prevention, diagnosis and treatment.

JOB SPECIFIC COMPETENCIES:

• Giving the quality of service that meets the standards of the organization.
• Adhering to hospital policies and procedures.
• Carrying out the activities of the position as described under “Work Performed.”
• Not divulging confidential Information regarding patients and hospital affairs except to authorized personnel.
• Conducting herself / himself in a courteous, friendly manner.
• Refraining from discussing personal problems and the personal problems of others on duty.
• Reporting on and off duty to the nurse in charge and when leaving or returning to the department.
• Maintaining a neat and clean appearance. Adheres to department dress code.
• Maintaining a level of health that will enable her to carry on the job activities satisfactorily.
• Economical use of time, equipment, and materials.
• Accepting directions, supervision, and evaluation of performance.
• Completing all assignments in allotted period of time.
• Consistent use of good body mechanics.
• Varies work schedule or shift (working overtime, leaves early when requested, work shift other than regularly schedule as required) to meet department staffing needs.

WORK PERFORMED:

• Fill out requisitions of all types.
• Check charts frequently for “stat” and discharge orders.
• Enter temperatures, pulse, respirations, intake, output, weight, and blood pressures into HMS. Reports any elevation of vital signs to charge nurse immediately.
• Post x-ray and lab reports and other special reports after they are seen by the RN.
• Notes time and manner of each patient’s admission or discharge.
• Responsible for telephone (switchboard) after 4:30 P.M.
• Answers inquiries from patients, visitors, and staff members using tact and judgment.
• Answers telephone calls. Licensed Nurse takes all doctors telephone orders and answers questions about seriously ill and critical patients. Inquiries from newspaper personnel are referred to the Director of Nurses and if she is not present in the building, refers them to the Charge Nurse.
• Checks signatures for proper authorization of medical and surgical treatment. (The Charge Nurse is responsible for securing the proper signature.)
• Assemble charts for admission.
• Dismisses patients from computer system. See that some one assist patient to car. Reverse charts to send to the Medical Records Room. (She checks each sheet to verify the name before sending chart to record room.)
• Answers the intercom and relays messages to the nurse.
• Keeps nursing station in order and maintains adequate supply of chart material, requisitions and other forms; keeps ward library in order.
• Use tact and judgment in dealing with a variety of situations.
• Announces the end of visiting hours.
• As new sheets are needed for all charts, place them there and put correct patient in appropriate area.
• Make up new charts as well.
• Transfer patients with proper forms.
• Maintaining patient list:
• for floor list – fax to dept
• weight/vital sign list
• Keep charts up
• fresh progress notes with Dr. orders
• Vital sign reports
• detailed round reports
• Taking off orders – put chart together for new admits faxing to departments – break charts down for D/C’s.
• Monitors OBS hours and enter charges also material charges.
• Enter vital signs and I&O’s for nurse(s).
• Answer switchboard and nurse station calls
• direct to proper ext. –page – make announcements
• answers questions
• take messages
• Make appointments when Doctor orders.
• Maintain orders for maintenance.
• Direct people to proper department, room or area.
• Assist other department(s) with multiple tasks.
• Assist nurses with clerical task.
• Monitor/maintain materials in supply room, nurse station and utility room.
• Fax patient list to doctors’ office, lab, medical records and Coumadin clinic.
• Fill out central scheduling communication checklist Part I and fax with M.D. order to centralized scheduling.
• Fax radiology orders to radiology department.
• Print detailed rounds report and vital sign report before 8:00am each morning.
• Maintain accurate daily floor census.
• Make copies of nursing worksheets and complete.
• Enter and verify observation charges.

PROFESSIONAL REQUIREMENTS:

• Follows Code of Conduct policy.
• Adheres to dress code; appearance is neat and clean.
• Completes annual educational requirements.
• Maintains regulatory requirements.
• Maintains patient confidentiality at all times.
• Reports to work on time and as scheduled; completes work within designated time.
• Wears identification when on duty; uses computerized time clock system correctly.
• Completes in-services and returns in a timely fashion.
• Attends annual review and/or skills fair and department in-services, as scheduled.
• Attempts to end conversations and other interactions in a positive manner; leaves others with a good impression of the Hospital Authority of Miller County and its employees.
• Complies with all organizational policies regarding ethical business practices.
• Communicates the mission statement of the organization.

GUEST RELATIONS STANDARDS:

(All guest relation violations are subject to disciplinary action up to and including termination):

• Always treat others in a friendly, helpful manner.
• Refers co-workers to proper sources when unable to provide an answer.
• Interacts with others in a professional and friendly manner.
• Takes interest in others and always gives full cooperation to fellow workers.
• Always maintains an open line of communication with other departments.
• Thoroughly familiar with the hospital and the services it offers.

Other:

• Responsibility to Report: It is the responsibility of every employee of HAMC to comply with federal, state and local laws and regulations, as well as, HAMC Policies and Procedures. Every employee is help accountable to participate in, comply with and report concerns to his or her supervisor or the Compliance Officer if illegal or unethical behavior is suspected.
• As an employee of HAMC, you have been granted user access to applicable ePHI systems based on your position.
• This user or role-based access is intended to give you the minimum necessary access to perform your job function(s) only and should be used only as applicable.

OTHER DUITIES:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.