The Unit Clerk performs clerical functions related to patient admission, discharge, and hospitalization while supporting clinicians in using electronic patient records. They also assist in maintaining a clean and organized work environment and contribute to patient care within hospital policies.
Requirements summary
A high school diploma or GED is required, along with strong communication and organizational skills. Preferred qualifications include knowledge of medical terminology.
high schoolInventory ManagementCustomer ServiceTime ManagementOrganizational SkillsPatient AdvocacyCommunication SkillsMentoringTeam CollaborationProblem SolvingPatient CareMedical TerminologyData EntryCritical ThinkingElectronic Medical RecordClerical FunctionsReceptionist Duties
Job description
Job Summary
The Nursing Unit Clerk performs clerical functions related to the admission, discharge and continued hospitalization of the patient. This position ensures that physicians and other clinicians are enables and supported in the accurate, effective, efficient and safe use of the electronic patient record. The Unit Clerk contributes to the organization of the department as well as to the delivery of patient care within the parameters of hospital policies and performs receptionist duties.
Essential Job Functions
Acts as a role model of service excellence exemplifying courtesy, compassion, and responsiveness towards all customers (patients, families, visitors, physicians, and other members of the health care team).
Establishes a welcoming environment by greeting others in a courteous and professional manner. Speaks to people, making eye contact and introducing self.
Advises physicians of the nurse assigned to their patients
Notifies the appropriate nurse of the need to round with the physician.
Demonstrates effective use of communication techniques in a professional and courteous manner and takes thorough messages.
Operates the telephone: answer, transfer, hold, three-way call, speaker phone.
Answer all calls within 2-3 rings or ensures coverage has been made available if away from work area. Answers by identifying department, self, title.
Uses telephone manners: uses calm tone of voice, maintains helpful and courteous attitude during conversation, concludes the call with a positive closure.
When necessary, explains to caller need to place on hold and checks back every two minutes. Gives caller choice of leaving message, voice mail or calling back.
When transferring a call relays the number to the caller in case of disconnection when possible.
When taking a message, verify the information received and include the following: callers, complete name and phone number, date and time of message, message taken, action or follow-up to be taken, and best time to return call, delivers message expediently.
Supports individual communication strategies, e.g. white board
Contributes to the delivery of direct and indirect patient care within the parameters established by hospital policy, procedure, protocol and standards of care.
Assists in meeting patient care needs as directed. Performs basic tasks to support patient care (i.e. water pitchers, tissues, blankets, hygiene supplies, etc.
Answers nurse call system, directs caregivers, and assists as appropriate.
Reviews physician orders via order entry system.
Enters communication orders, including but not limited to, send messages, send triggers, central supply orders, NPO status, nutrition orders (i.e. early tray, resume diet orders, order to advance diet as tolerated), escort notifications, transfer/discharge orders to admissions office, notify transfer/bed placement, isolation status, change attending physician/service, extremity precautions, sequential compression device nursing power plan, discharge with or without staff, entry patient pharmacy name and as directed by future-EHR process changes.
Retrieves lab specimen labels and requisitions and provides to the appropriate staff member.
Collects documents and reports ongoing patient care data as directed.
Makes patient rounds as requested to address patient needs and physical environment.
Maintains as organized, clean, and uncluttered work space and nurses station.
Enters department work requests to maintenance as necessary.
Supports the physician and other clinicians in the effective and safe use of the electronic medical record and electronic functions such as Computerized Physician Order Entry (CPOE) and documentation.
Assists physicians and other authorized providers in the placement of electronic orders to include, but not limited to diagnostic, nursing and medication electronic orders. Understand the electronic ordering process and defined methods to order (i.e. single order search, order sentences, favorites, power plans, care plans, core measures, etc).
Provides assistance to nurse manager for business related tasks including but not limited to:
Unit schedule
Payroll
Scheduling of educational programs
Maintains inventory and ordering of supplies
Maintains a collaborative relationship with physicians and other health care providers to achieve desired patient outcomes and assure a continuous flow of patient care.
Maintains a complete electronic patient chart and companion paper chart while supporting and protecting the integrity of the electronic medical record.
Notifies RN promptly of a 'stat' order.
Schedules follow-up appointments for post discharge patients
Notifies physician offices of consults.
Reviews communication orders and act upon to facilitate completion
Assists in maintaining appropriate staffing levels by identifying and contacting replacement staff as needed.
Enters Staff assignments in a timely and accurate manner and updates as needed.
Participates in unit performance improvement activities designed to enhance the quality of patient care and customer service.
Assists in data collection process as requested.
Recommends modifications for performance improvement.
Demonstrates leadership by utilizing the behaviors inherent to the role of the unit clerk.
Demonstrates an ability to solve problems utilizing critical thinking skills and seeks assistance from immediate supervisor when appropriate.
Maintains accountability for actions taken
Effectively functions as a resource person.
Acts as a patient advocate.
Performs effectively in the role of preceptor/mentor to new hires and/or students.
Assists in maintaining/decreasing organizational/department costs.
Assists in the department's compliance with state, JCAHO, OSHA and other regulatory agencies.
Assists in continuous survey readiness for inspections and surveys.
Adheres to the infection control process, including standard precautions, to reduce the risk of acquiring or transmitting infections.
Oversees that sufficient and proper supplies are maintained on an assigned unit.
Provides for patient safety in compliance with hospital and nursing department policies.
Utilizes two forms of patient identification before implementing any form of patient care.
Assumes appropriate team role during code situations or mock codes.
Responds effectively during emergency situations, including internal and external disasters.
Assists in maintaining a safe and clean environment for patients, visitors and staff.
Other duties as assigned.
Required Qualifications
High School Diploma or GED.
Sound judgment, problem solving skills, strong oral and written communication skills, ability to follow directions from other team members; works independently assigned duties.
Act 34-PA Criminal Record Check from the PA State Police system
Supervisory Responsibilities
This position has no direct supervisory responsibilities, but does serve as a coach and mentor for other positions in the department.
Position Type/Expected Hours of Work
Incumbent will be scheduled based on operational need (rotate shifts, standby, on-call, etc.).
Travel may be expected locally between Excela Health locations.
LEAN
Actively promotes a Lean work culture by performing team member duties to encourage consistent use of LEAN principles and processes, including continually seeking work process improvements. Recognizes the necessity of taking ownership of one’s own motivation, morale, performance and professional development. Strives for behavior consistent with being committed to Excela’s missions, vision and values.
AAP/EEO
Excela Health is an Equal Opportunity Employer. It is the policy of Excela Health to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants, without regard to race, color, religion, sex, national origin, age, marital status, non-job related disability, veteran status, or genetic information, or any other protected class. Excela Health will conform to the spirit as well as the letter of all applicable laws and regulations.
Ability to perform the Essential Functions listed on the Physical Conditions and ability to perform the Essential Functions on the Working Condition chart below.
Work Environment
Effective March 2020 or during pandemic: goggles, face shield and mask are required according to CDC guidelines
When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.
Essential – Absolute Necessity.
Marginal – Minimal Necessity.
Constantly – 5.5 to 8 hours or more or 200 reps/shift.
Frequently – 2.5 to 5.5 hours or more or 32-200 reps/shift.
Occasionally – 0.25 to 2.5 hours or 2-32 reps/shift.
Rarely – Less than 0.25 hours or less than 2 reps/shift.
Physical Condition
Essential
Marginal
Constantly
Frequently
Occasionally
Rarely
Never
Extreme Heat
Extreme Cold
Heights
Confined Spaces: Extreme Noise(>85dB)
Mechanical Hazards: Use of Vibrating Tools
Operates Vehicle (company)
Operates Heavy Equipment: Use of Lifting/Transfer Devices
