Ward Clerk I

Job Purpose:

The purpose of this position is to provide administrative support to facilitate the clinical and operational needs of the care environment.

Key Accountabilities & Responsibilities:

General Roles and Responsibilities

• Supports the Head Nurse with chart audits and data collection.
• Supports the Unit Based Council (UBC) members and HN in monitoring quality improvement data for reporting purposes within the clinical areas.
• Demonstrates knowledge of hospital variance reporting system and appropriate management procedures for unexpected occurrences.
• Supports the mission and vision, goals and strategy of KAAUH and Nursing Affairs and participates in the performance improvement of the organization.
• Deliveries of a customer focused service to patients, their families and visitors.
Provides administrative assistance to the clinical staff and accurate data transmission of patient movement while upholding the philosophies of the unit.

Specific Roles and Responsibilities

• Collaborates with nursing staff in promoting excellent customer service, which delivers prompt and efficient response to patients.
• Communicates effectively, accurately, applying discretion and tact where necessary, with written, telephone and face-to-face contact, with patients, visitors, other staff and various external agencies. Provides informal translation in clinical setting as needed.
• Acts as unit receptionist. Receives patient, visitor and staff inquiries at the nursing station. Acts as a resource to nursing staff for location of forms, manuals, Policy & Procedure etc.
• Utilizes IT systems to communicate effectively and efficiently.
• Undertakes tasks such as typing, answering telephones, reception duties, photocopying, filing, ordering and maintaining stationery
• Ensures patients disposition is tracked such through the HIM system this includes the , admitting , transferring , discharging of patients and where necessary make follow-up appointments, from the ward using the appropriate systems.
• Ensures that patient identification details are correct and up-to-date, in terms of written and electronically held records and patient identification labels are printed.
• Assists in preparing and issuing Hospital Medical Certificates, insurance and claim forms as required.
• Liaises with the Emergency Bed Service regarding the availability and current capacity of the clinical area.
• Arranges appropriate patient transport as requested by ward staff and communicate effectively with the Ambulance Liaison Personnel.
• Documents accurate records, including diet lists, discharge clearance list, and compilation of daily census.
• Reviews all patient data is in the correct sequence and ensuring file is in order prior to sending to Medical Records.
• Maintains adequate stock levels of forms and supplies in keeping with established stock levels. Prepares pre-collated admission packs, maintains appropriate supply of forms in exam rooms. Prepares monthly requests for forms and supplies and utilizes supplies in a cost-effective manner.
• Respects patients and their families to promote a patient-centered care culture.
• Participates in and supports quality improvement and patient safety activities as an individual or as part of a multidisciplinary team.
• Performs other job related duties, as assigned

Job Qualifications and Experience:

-Bachelor’s degree in English, Business Administration, Hospital Administration, Science, Secretarial, or any related field. (No Experience Required)

-2 years Diploma in Business Administration, Hospital Administration, Secretarial, or any related field. (with 4 years of experience)

-3 years Diploma in Business Administration, Hospital Administration, Secretarial, or any related field. (with 2 years of experience)