Unit Clerk

Purpose of Your Job Position

The primary purpose of your job position is to provide clerical and selected administrative services that facilitates unit operations and supports the delivery of care to patients/residents requiring sub-acute, long term or rehabilitative care.

Delegation of Authority

As the Unit Clerk, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

Job Functions

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Duties and Responsibilities

Administrative Functions

Provides clerical and selected administrative services that facilitate unit operations and communication.

Maintains patient/resident records and unit statistical data, per facility policy.

Creates and maintains an organized, efficient work environment.

Maintains stock of unit supplies and equipment.

Monitors patient/resident supply use and charges.

Assists the Charge Nurse or Nursing Supervisor with special projects.

Conducts self in a professional manner in compliance with unit and facility policies.

Participates in the quality assessment and improvement process and activities.

Accurately and efficiently scans and attaches documents to appropriate resident electronic charts (ePHI) in accordance with facility policies.

Residents electronic charts are reviewed for accuracy of information, as required.

Individuals in need of assistance are responded to and addressed in a positive, helpful manner without delay.

The telephone is answered promptly within the unit and self is identified.

Complete telephone messages are relayed promptly to the appropriate individual.

The patient/resident call system is answered promptly and courteously. Patient/resident requests are relayed to the appropriate individual immediately.

Clerical tasks related to admission, transfer and discharge of patients/residents are completed accurately within the designated time frame.

Physicians' orders are transcribed error free and according to stated procedures.

Lab printer and fax machine are monitored to ensure proper function. Malfunction of equipment is reported immediately to the appropriate vendor.

The appropriate nurse is notified immediately (STAT) of results of any nature that threaten a patient's/resident's state of wellness.

All diagnostic reports, physician notes, consultant reports, Advanced directives, and all other paperwork related to the resident are scanned into the patient's/resident's chart after review by the appropriate nurse.

Report forms such as unit census, diet sheets, patient/resident condition report and new admission forms are completed correctly and forwarded to the appropriate department within the appropriate time frame.

Responsibility is assumed for the orderly appearance of the nurses' station, supply room and empty patient/resident rooms.

Stock is monitored and supplies and equipment are ordered on a weekly basis and PRN, if assigned.

Patient/resident daily charges are monitored and necessary paperwork is completed on a daily basis, if assigned.

Unit tours for patient/resident families are conducted in a professional manner and family members are assisted with the completion of paperwork related to patient/resident admission, if assigned.

Staffing schedules are updated, if directed by the Nursing Supervisor.

Secretarial duties (typing memos, letters, etc.) as directed by the Nursing Supervisor are performed accurately and in a timely manner.

Assistance is provided to the Charge Nurse and/or Nursing Supervisor as directed.

Resident, Family, or visitor complaints are documented and reported to the Nursing Supervisor and/or the Grievance Coordinator/Abuse Coordinator immediately.

Charting and Documentation

Complete and scan required recordkeeping forms/charts upon the resident's admission, transfer, and/or discharge.

Fill out and complete accident/incident reports. Submit to Director, as required.

Chart all reports of accidents/incidents involving residents in accordance with established procedures.

Report all discrepancies noted concerning physician's orders, diet change, charting error, etc., to the Nurse Supervisor/Unit Manager.

Fill out and complete transfer forms in accordance with established procedure, as required.

Staff Development

Attend and participate in in-service educational classes and on-the-job training programs as directed.

Attends and participates in continuing educational programs.

Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

Attend and participate in annual OSHA and CDC in-service training programs for hazardous communication, TB management, and blood borne pathogens standard.

Safety and Sanitation

Follow all established safety procedures and precautions when operating office equipment.

Report equipment malfunctions or breakdowns to your supervisor as soon as possible.

Follow established regulations governing the use of labels and MSDSs for hazardous chemicals within the department.

Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illness.

Report all unsafe/hazardous conditions to your supervisor immediately.

Resident Rights

Maintain confidentiality of all resident information to assure resident rights are protected.

Knock before entering a resident's room.

Ensure that resident's rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are followed.

Working Conditions

Works in office areas as well as throughout the facility and its premises.

Moves intermittently during working hours.

Is subject to frequent interruptions.

Is subject to hostile and emotionally upset residents, family members, visitors, etc.

Works beyond normal working hours, weekends and holidays, and on other shifts as necessary.

Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post- disaster, etc.).

Communicates with nursing and other departments.

Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.

Is subject to pressure from multiple/emergency calls.

Follow established hand washing procedures

Is subject to exposure to infectious waste, diseases, conditions, etc., including TB, AIDS and Hepatitis B viruses.

May be subject to the handling of and exposure to hazardous chemicals.

Education Requirements

Must possess, as a minimum a 12th grade education or its equivalent.

Experience

Must have at least 2 months(s) experience in a clerical position, or successfully completed a secretarial science program from an accredited school. Previous unit clerk experience or student nurse experience preferred.

Specific Requirements

Must possess and maintain an “Eligible” ACHA Background Screening status

Be a minimum of 18 years of age and of good moral character.

Must be calm and level headed in emergencies

Must be able to read, write, speak, and understand the English language.

Must possess the ability to make independent decisions when circumstances warrant such action and to remain calm during emergency situations.

Must possess the ability to deal tactfully with personnel, residents, family members, visitors, and the general public.

Must be knowledgeable of administrative practices, procedures, and guidelines.

Must be knowledgeable of HIPAA Privacy practices and procedure and guidelines for ensuring the confidentiality of resident information

Must possess a cheerful personality and be able to work harmoniously with other personnel.

Must possess the ability to minimize waste of supplies, misuse of equipment, etc.

Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.

Must be able to follow written and oral instructions.

Must be able to type.

Must have a working knowledge of computers and software.

Must be able to operate copy machine, fax machine, and multi-line telephone system.

Must have working knowledge and understanding of regulations that govern the Long Term Care Facilities.

Must treat all residents, employees and visitors with respect and dignity.

Must know and protect all residents' rights.

Must maintain the quality of service as required by the facility.

Must have a genuine interest and concern for working with the elderly.

Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements

(With or Without the Aid of Mechanical Devices)

Must be able to move intermittently throughout the work day.

Must be able to speak and write the English language in an understandable manner.

Must be able to cope with the mental and emotional stress of the position.

Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of the position can be fully met.

Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel.

Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination.

Must have a pleasant speaking voice.

Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.

Must be able to push, pull, move, &/or lift a minimum of 35 lbs. to a minimum height of

5 fl & be able to push, pull, move, &/or carry such weight a minimum of 450 ft.

May be necessary to assist in the evacuation of residents