Position Summary: The Unit Clerk handles administrative duties within assigned unit(s) at the facility. They perform clerical duties to maintain an organized health care office and allow medical staff to focus on patient care. He or she also maintains a line of communication between the patient and clinical staff. Unit secretarial work involves standard administrative responsibilities, such as answering phones, making copies, scheduling appointments and maintaining supplies. Additionally, unit secretaries admit patients, administer and maintain patient records, break down medical charts for record keeping. They also communicate with the clinical staff to ensure all appropriate patient information is gathered.

Essential Functions:

• Establishes patient record by preparing folder, assigning patient number, and completing patient identification information. Check email/fax/printer for admit packets and lab results
• Maintains unit operations by following policies and procedures; reporting needed changes.
• Maintains unit supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Keeps unit equipment operational by following manufacturer’s instructions and established procedures; calling for repairs.
• Maintains safe and clean working environment by complying with procedures, rules, and regulations; adhering to infection-control policies and protocols.
• Doctors’ orders are to scan and copied; copies are distributed to the LPN.
• Charts are to be thinned as needed for long term patients.
• Prepare discharge paperwork in a timely manner to be available when patients are discharged.
• Prepare admit packets for nurses and MHTs.
• Prepare lab reports and progress notes for attending physician’s signature; lab reports are to be flagged in physician is unavailable. Follow up for completion of labs.
• Fax all pertinent discharge paperwork to UR, Admissions and Billing.
• Call and schedule outside medical appointments for patients.
• Accurately complete lab and x-ray forms when ordered by physician.
• Legal status of all patients need to be updated on a continual basis; notification needs to be sent to the Executive Administrative Assistant whenever the legal status is updated or close to expiration.
• Verify accuracy of Bed List, Assignment Sheet, Diet Sheet, Vital Sign Sheet and 24-Hour Report.
• Keep patient charts neat and orderly for nursing staff and unit physician. File paperwork as directed by nursing staff, including social workers, in patient charts as needed to assist nursing employees.
• Assist nursing staff with computer related duties, such as the creation of “Facility Dude” work order requests. Deliver patients mail.
• Organize nurse’s station, and all hygiene/office supplies in nurse’s station to avoid clutter, damage or loss to nursing property and accidents.
• Other duties as assigned including but not limited to: assisting with the milieu as needed and in high acuity situations; answering phones, chart checks and other clerical duties needed. Order supplies

Minimum Qualifications:

Education: H.S Diploma or GED required. Bachelor’s Degree preferred with at least one (1) year of experience working with psychiatric or emotionally disturbed children or adolescents may be substituted for BS degree.

Experience: Minimum of one (1) years’ experience with some knowledge of clerical and hospital procedure preferred.

Competency: Position and Age-Related

Licensure/Certification: CPR and CPI certifications required.

HIPAA: Has access to secure patient/resident documentation ensuring confidentiality is met

Work Demands/Environment:

Ability to stoop, lift, finger – for example pick, pinch, or type and grasp, ability to clearly and concisely express and exchange ideas via spoken word conveying detailed information to others accurately and on occasion quickly. Ability to perceive the nature of sounds with no less than a 40 db loss @ Hz, 1000 Hz and 2000 Hz with or without correction. Ability to receive detailed information through oral communication, and to make fine discriminations in sound. Exerting up to 10 to 1 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Ability to inspect and analyze figures, accounting items, written materials, newsprint, computer terminal characters, transcription and other similar objects at distances generally close to the eyes. This is a minimum standard based on the criteria of accuracy and neatness of work. The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes. Although inside work is the rule, it is required that the individual be able to travel.