Unit Clerk- Arabic

The Unit Clerk is responsible for preparing and maintaining complete, up-to-date, accurate and concise medical records at all times and provides secretarial and administrative support to the team as required.

Unit Clerk

Communication

• Being polite, compassionate, and understanding to patients and family members at all times. Complies with Sanad customer service standards taught in Corporate Orientation.
• Provides information in a prompt, efficient, and professional manner.
• Performs clerical work for the department and communicates efficiently with all stakeholders through various methods (calls, emails, and direct contact) to collect the details.
• Reminder calls as per division standard operating procedure before appointment/procedure.
• Liaises between different support services to ensure patient needs are met (e.g. the laboratory, pharmacy, translation services etc.)

Patient records and data

• Compiles, processes, and ensures protection of patient records and data whilst complying with policies, procedures, and regulatory standards.
• Ensures the medical, administrative, ethical, legal, and regulatory compliance for patient records.
• Distributes and collects records as and when required.
• Manages the patient record for check-in, admission, patient care, physician orders, check out, and discharge for the respective unit.
• Prepares and maintains comprehensive and updated databases by filing and re-filing case notes and observations and ensuring that the databases are managed as per the division requirements.
• Assists the Supervisor and Manager in the collection of information related to advanced research and reports required by the department.
• Collects and gathers documentations from ancillary departments and nursing units for further processing.
• Prepares charts for document scanning, performs quality checks on scanned images.
• Ensures that all the data filed is updated, accurate and complete, and meets the data quality standards of the facility.
• Collects and records patient feedback and data to support Patient Satisfaction evaluation.

Teamwork

• Meets deadlines and follows up on assignments under the supervision of the Supervisor/Manager.
• Assists the Patient Access Associates if required in busy periods and if capacity allows e.g. booking appointments, registration process etc.
• Completes handover to next team member as required to ensure smooth patient care.
• Supports the department as needed for service readiness, including simulation testing.

Other tasks

• Identifies pertinent events affecting patient care, administration, quality of service within the Unit and reports them to the Manager / Supervisor.
• Provides suggestion on administration, patient records, and other departmental procedures as required.
• Orders stationary.
• Collects excuse notes (and other non-medical information) and entering into Cerner.
• Liaises with patients on generic information, but not giving out medical/clinical results e.g. communicating that medication is ready for pick up, but not a dose change.
• Adheres to  standards as they appear in the Code of Conduct and Conflict of Interest policies.
• Adheres to and promotes  Values.

There are also some key elements that the unit clerk will do depending on their location of work:

Ambulatory/Outpatient/day cases unit specific

• Manages daily clinic flow, respond to ad hoc request from clinical team.

• Responds to operational team requests such as collecting data on no-show statistics etc. up top on key performance indicators.
• Registers and checks out patients.
• Receives payments for consumables, deposits or services as part of the patient visit (to be confirmed by your manager).
• Prints patient lists for the day.

Hospital/Inpatient unit specific

• Manages patient records for internal and/or external transfers.
• Books patient follow up appointment prior to leaving the unit.
• Prints patient lists for medical rounds/ patient activity.
• Adheres to standards as they appear in the Code of Conduct and Conflict of Interest policies
• Adheres to and promotes Values

Education

Diploma or Vocational Education in a related field OR High School Education Certification

Experience

2+ years of relevant experience

Experience in hospital Informational Technology including Electronic Medical Record Systems

Job Specific Skills and Abilities

Familiarity with Medical Terminology

Fluency in written and spoken Arabic