Job Description: Ward Clerk

Prepared by/Date: Human Resources (02-2024)

Position Title Ward Clerk

Department Nursing

Reports to: Director of Nursing/Administrator

FLSA Status: Non-exempt

General Purpose
The primary purpose of your job position is to assist the Nurse Supervisor/Charge Nurse in their day-to-day recording and charting of medical or administrative information in accordance with current federal, state, and local standards, guidelines, and regulations that govern medical records, and as may be required by the Director of Nursing Services, to ensure that our medical records are maintained in an informative and descriptive manner.

Essential Duties
•Record medical and administrative information in accordance with our established charting and documentation policies and procedures
•Maintain the Daily Census Report and submit to Nurse Supervisor/Charge Nurse.
•Maintain an up-to-date roster of residents for your assigned unit.
•Fill out resident charge slips and submit to the Business Office.
•Answer telephone, page calls, deliver messages to residents, etc., as necessary.
•Maintain a current listing of emergency phone numbers for your assigned unit.
•Maintain and forward daily tardy and absentee reports to the Business Office
•Record appropriate resident identification data on designated medical records, wristbands, ID cards, etc.,as required.
•Transcribe physicians’ orders to care plans, medication cards, treatment plans, etc., as required.
•Report to the Nurse Supervisor/Charge Nurse discrepancies found in transcribing physicians’ orders,diet orders/changes, charting, etc.
•Review medication cards for completeness of information, accuracy in the transcription of thephysician’s order, legibility, etc., as directed.
•Chart nurses’ notes in an informative and descriptive manner that reflects the care provided as well asthe resident’s response to the care.
•Forward new diet orders and/or diet changes to the Director of Food Services.
•Notify the resident’s next-of-kin when there is a change in the resident’s condition as instructed.
•Admit, transfer, and discharge residents. Assist in arranging for transportation, packing residents’belongings, escorting them to discharge/transfer area, loading, etc., as necessary.
•Complete necessary medical and administrative records upon the resident’s admission, transfer, and/ordischarge.
•Forward completed charts of discharged residents to the Medical Records/Health InformationDepartment.
•Attend various committee meetings of the facility (i.e., Infection Control, Policy Advisory,Pharmaceutical, Quality Assurance & Assessment, etc.) as required.
•Assist the Nurse Supervisor/Charge Nurse in developing work assignments, schedules, etc., as required.
•Develop and maintain a good working rapport with inter-departmental personnel, as well as otherdepartments within the facility.
• Inform nursing service personnel of new admissions, their expected time of arrival, room assignment,
etc.
• Greet newly admitted residents upon admission. Escort to room as necessary.
• Encourage attending physicians to record and sign progress notes, physicians’ orders, etc., on a timely
basis and in accordance with current regulations
• Inform family members of the death of a resident as instructed.
• Call funeral homes when requested by the family.
• Attend and participate in annual facility in-service training programs as scheduled (e.g., OSHA, TB,
HIPAA, Abuse Prevention, Safety, Infection Control, etc.).
• Participate in appropriate in-service training programs prior to performing tasks that involve potential
exposure to blood/body fluids.
• Participate in the implementation, and maintenance of the infection control program for monitoring
communicable and/or infectious diseases, including TB, among the residents and personnel.
• Inform the Nurse Supervisor/Charge Nurse of your equipment and supply needs.
• Ensure that all personnel involved in providing care to the resident are aware of the resident’s care plan
and that nursing personnel refer to the resident’s care plan prior to administering daily care to the
resident
• Report suspected or known incidence of fraud relative to false billings, cost reports, kickbacks, etc.
• Treat all residents fairly, and with kindness, dignity, and respect.
•
• Assist in recording all incidents/accidents. File in accordance with established policies and procedures.
• Agree not to disclose resident’s protected health information and promptly report suspected or known
violations of such disclosure to the Administrator.
• Other duties as assigned by the supervisor/DON/Administrator.

Supervisory Requirements
This position has no supervisor responsibilities

Qualification
Education and/or Experience Must possess, as a minimum, a high school diploma or GED.
Must have exceptional communication and customer service skills.
Language Skills Ability to read, analyze, and interpret general business periodicals,
professional journals, technical procedures, or governmental
regulations. Ability to write reports, business correspondence, and
procedure manuals. Ability to effectively present information and
respond to questions from managers and employees.
Mathematical Skills Ability to apply concepts such as fractions, percentages, ratios and
proportions to practical situations.
Reasoning Ability Ability to solve practical problems and deal with a variety of
concrete variables in situations where only limited standardization
exists. Ability to interpret a variety of instructions furnished in
written, oral, diagram, or schedule form.
Certificates, Licenses, Registrations To perform this job successfully, a basic knowledge of medical
terminology and nursing practices is helpful

Pay Range

$23.00-$25.00

Physical Demands
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
The employee must occasionally lift and/or move up to 25 pounds. Prolonged use of a desk top or laptop computer. While performing the duties of this job, the employee is regularly required to sit, stand; walk and talk, read or hear. Frequent use of all office related equipment to include; copier/scanner/fax, telephone, and calculator.
May be necessary to assist in the evacuation of residents during emergency situations.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually low to moderate.

Additional Information
Note: Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.
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We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected status.