Ward Clerk

Provide support to health care staff and ensure appropriate maintenance of the nurses’ stations:

Job Summary:
The Ward Clerk position is responsible for providing clerical duties primarily for the nursing department. These duties include, but are not limited to scheduling appointments, scheduling transportation, answering phones, organizing and maintaining accurate unit and resident records, facilitating communication between staff and departments, and providing customer service to residents, visitors, and partners. The ideal candidate is detail-oriented, organized, possesses strong professional communication skills, and able to multitask in a fast-paced healthcare environment.

Minimum Qualifications:

• High school diploma or equivalent required; College level degree preferred.
• 1–2 years of experience in a healthcare clerical or staffing role (preferably in a long-term care or nursing home setting).
• Knowledge of medical terminology and healthcare documentation standards.
• Familiarity with staffing software and electronic health records (EHRs).
• Proficient in Microsoft Office (especially Excel, Word).
• Excellent organizational, communication, and problem-solving skills.
• Ability to prioritize tasks, multitask, and work with minimal supervision.
• Understanding of HIPAA and state/federal labor regulations for long-term care staffing.

Key Responsibilities:

Ward Clerk Duties:

- Greet and assist residents, visitors, community partners, and staff at the nursing station:

• Assist with any non-medical inquiries from residents, families, and visitors.
• Answer phones, direct calls and relay messages to the appropriate personnel and/or take messages.
• Maintain resident charts and medical records in compliance with regulatory standards.
• Schedule resident appointments, transportation, and follow-up services.
• Keep nursing staffing informed of residents’ appointments.
• Assist in preparing resident documentation for appointments, and ensuring completion of physician signatures as needed.
• Organize and file physician orders, lab results, and documentation.
• Monitor inventory of supplies and equipment and assist in ordering supplies as needed.

- Administer efficient communication network and manage flow of traffic:

• Ensure proper dissemination of information to the nursing department management in a timely manner.
• Assist in informing front office of any pertinent information, including but not limited to: admissions, discharges, transfers, room changes, and/or changes in level of care.
• Complete necessary medical and administrative records upon the resident’s admission, transfer, and/or discharge.
• Assist in updating daily census.
• Ensure nursing station is well-stocked with necessary forms and supplies.
• Maintain confidentiality of all resident information (HIPAA compliance).

- Coordinate with various departments and ensure proper services and supplies:

• Report maintenance problems immediately.
• Assist in filling out work orders for the maintenance department by documenting nature of work and date submitted, then ensuring receipt of the work order to the maintenance staff and follow-up to ensure completion.
• Assist in obtaining resident diet information from Dietary Manager and updating resident diet log on a weekly basis.

- Assist in organization and maintenance of resident charts:

• Assist with uploading documents, such as but not limited to ancillary reports and forms from various departments, into the resident EHR (Electronic Health Records) system.
• Assist with chart audits to ensure compliance with rules and regulations.

- Communicate any observations made throughout shift.

- Other duties as assigned by the Director of Nursing, Unit Managers, and/or Administration.

Schedule:

40 hours/week. Monday – Friday 8:00AM – 4:30PM (1/2 hour lunch). Schedule is subject to change based on the needs of the facility and/or discretion of the supervisor.

Job Type: Full-time

Pay: From $21.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person