UNIT CLERK

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, GED, or Higher Level of Education
• Sound judgment, problem solving skills, strong oral and written communication skills, ability to follow directions from other team members; works independently assigned duties.
• Strong organizational skills, Proficient keyboarding skills.

Preferred Qualifications

 

• Medical Terminology.

License, Certification & Clearances

• 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

• Incumbents will be scheduled based on operational need (rotate shifts, standby, on-call, etc.).
• Travel may be expected locally between Independence Health locations.

 

Equal Employment Opportunity

Independence Health and its affiliated companies are Equal Opportunity Employers. It is their policy to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran status, or genetic information, or any other classification protected by law. Independence Health and its affiliated companies will comply with all applicable laws and regulations.

Disclaimer

This job description is not designed to contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Moreover, duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

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							x
	Extreme Cold							x
	Heights							x
	Confined Spaces							x
	Extreme Noise(>85dB)							x
	Mechanical Hazards							x
	Use of Vibrating Tools							x
	Operates Vehicle (company)							x
	Operates Heavy Equipment							x
	Use of Lifting/Transfer Devices							x
	Rotates All Shifts	x				x
	8 Hours Shifts	x		x
	10-12 Hours Shifts	x				x
	On-Call							x
	Overtime(+8/hrs/shift; 40/hr/wk)	x				x
	Travel Between Sites							x
	Direct Patient Care							x
	Respirator Protective Equipment							x
	Eye Protection							x
	Head Protection (hard hat)							x
	Hearing Protection							x
	Hand Protection							x
	Feet, Toe Protection							x
	Body Protection	x						x
	Latex Exposure				x
	Solvent Exposure		x				x
	Paint (direct use) Exposure							x
	Dust (sanding) Exposure							x
	Ethylene Oxide Exposure							x
	Cytotoxic (Chemo) Exposure							x
	Blood/Body Fluid Exposure		x				x
	Chemicals (direct use) Exposure							x
	Mist Exposure							x
	Wax Stripper (direct use)							x
	Non-Ionizing Radiation Exposure							x
	Ionizing Radiation Exposure							x
	Laser Exposure							x

Physical Demands

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
	Bending (Stooping)		x				x
	Sitting	x			x
	Walking	x				x
	Climbing Stairs		x				x
	Climbing Ladders							x
	Standing	x				x
	Kneeling							x
	Squatting (Crouching)		x				x
	Twisting/Turning
	Keyboard/Computer Operation	x			x
	Gross Grasp		x				x
	Fine Finger Manipulation	x				x
	Hand/Arm Coordination	x			x
	Pushing/Pulling(lbs. of force)	x				x
	Carry
	Transfer/Push/Pull Patients
	Seeing Near w/Acuity			x
	Feeling (Sensation)							x
	Color Vision							x
	Hearing Clearly	x		x
	Pulling/Pushing Objects Overhead		x				x
	Reaching Above Shoulder Level		x				x
	Reaching Forward						xx
	Lifting Floor to Knuckle	###					10-19#
	Lifting Seat Pan to Knuckle	###					10-19#
	Lifting Knuckle to Shoulder	###						x
	Lifting Shoulder to Overhead	###						x

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.