Nursing Unit Clerk

Detailed Overview

Under the general supervision of the Manager, Clinical Services or designate, performs a variety of clerical duties such as acting a communications link to the unit by transcribing and processing physician's orders, communicating with other departments and / or hospitals, coordinating patient appointments, arranging patient tests and receiving results, receiving and directing visitors and answering the telephone, assembling / maintaining patient charts for an assigned unit and data entry responsibilities.

• Responsibilities Prioritizes, processes, coordinates and transcribes physician's orders by copying information, completing required forms and / or entering information into the computer and distributing information;
• performs follow up as necessary. Acts as a communication link for the assigned area by contacting other facilities and departments including bed booking to exchange information regarding bed availability to assist admissions, discharges and / or patient transfers;
• arranges and receives patient tests, receives / greets and / or directs visitors to appropriate area. Schedules, books and coordinates patient appointments by receiving appointment requests, making follow up appointments, adjusting appointments as required in accordance with patient and facility requirements and assigning to the appropriate time, date and location;
• maintains appointment diaries by arranging and confirming appointments. Assembles and maintains patient charts and / or records according to established procedures;
• transcribes patient data into applicable health record system; attaches patient documents such as lab and / or special examination reports to chart;
• dismantles and forwards discharged patient records to Health Records Department. Performs clerical duties such as data entry, filing, compiling, preparing and maintaining statistics including related reports, delivering and picking up items;

maintains unit stationary and supply levels by monitoring stock, preparing stores orders, requisitions or stationary orders, completing equipment repair or maintenance orders as directed.

• Performs reception duties such as answering the telephone, taking messages, answering routine inquiries or referring as appropriate;
• opening and distributing mail as required. Maintains timekeeping records for regular and casual staff and submits / enters to Payroll system, as required;

receives and processes requests such as vacation, leaves of absence and terminations by preparing necessary documentation and forwarding to Manager, Clinical Services or designate for approval.

Accepts calls from nursing staff regarding illnesses and / or absence from work and communicates information to nursing unit and appropriate person;

calls in relief nursing staff based on pre-determined guidelines and refers problems to Manager or designate. Maintains personal records on relief staff such as names, address, contact phone number, availability for work, suitable work area and hours worked.

Orients new staff and students to unit by demonstrating procedures, answering questions and explaining unit organization and layout;

observes patient call signals and relays messages to appropriate staff as necessary. Performs other related duties as assigned.

Qualifications Education and Experience Grade 12, medical terminology and graduation for a recognized Nursing Unit Clerk program, plus one year recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities Ability to communicate effectively, both verbally and in writing Ability to deal with others effectively Physical ability to carry out the duties of the position Ability to keyboard at 40 wpm Ability to organize work Ability to operate related equipment Ability to utilize a variety of computer software applications