Unit Clerk

JOB SUMMARY

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.

ROLE ACCOUNTABILITIES

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 Clients standards as they appear in the Code of Conduct and Conflict of Interest policies.

• Adheres to and promotes Clients 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 Clients standards as they appear in the Code of Conduct and Conflict of Interest policies.

• Adheres to and promotes Client Values

• In view of the evolving needs and opportunities within Client, this position may be required to perform other duties as assigned and reporting relationships may vary.