STATE OF
HUMAN RESOURCES
CLASSIFICATION: WARD CLERK
Class Code: 9758-10 Date Established: 01-23-84
Occupational Code: 1-2-2 Date of Last Revision: 05-02-11
BASIC PURPOSE: To perform clerical duties in compiling,
retrieving, filing and monitoring patient medical records in a hospital nursing
unit of a health care facility.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
·
Processes
inpatient admissions and discharges to ensure all necessary sections on patient
records are recorded.
·
Receives,
sorts and files reports and other medical documents into patients’
medical records alphabetically, numerically or by other established
classification.
·
Maintains and
monitors medical records to insure that patient records are up-to-date and
complete.
·
Verifies
authorizations for access to medical records to insure patient confidentiality
and monitors file sign-out, delivery and retrieval; transmits correspondence
and medical records by mail, e-mail, or fax as requested.
·
Types forms,
labels and other preliminary paperwork on patients for use by clinical or
nursing staff.
·
Enters and
edits patient information in computer databases or systems and compiles and
records medical charts, reports, and correspondence using notes, typewriter, or
personal computer.
·
Responds to
inquiries from other personnel and provides routine information pertaining to a
hospital nursing unit.
·
Operates office
machines, such as photocopiers and scanners, facsimile machines, voice mail
systems, and personal computers.
·
Maintains
inventory of office supplies for a hospital ward or health facility.
·
Answers
telephones, relays messages and schedules medical appointments as required by
the agency.
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DISTINGUISHING FACTORS:
Skill: Requires skill in recommending routine
changes in standardized operating procedures OR in retrieving, compiling, and
reporting data according to established procedures OR in operating complex
machines.
Knowledge: Requires understanding and using business or
trades vocabulary or basic arithmetic to perform standard operating procedures.
Impact: Requires responsibility for contributing to
agency objectives by ensuring the accuracy of support activities within one or
more organizational units. Errors at
this level affect the work of others or have measurable monetary consequences,
and require immediate verification and correction in order to complete
succeeding work operations.
Supervision: Requires no supervision of employees or
functions.
Working Conditions: Requires performing regular job functions in
an environment which includes exposure to continuous physical elements or a
number of disagreeable working conditions with frequent exposure to minor
injuries or health hazards.
Physical Demands: Requires light work, including continuous
walking or operating simple equipment for extended periods of time as well as
occasional strenuous activities such as reaching or bending.
Communication: Requires obtaining and exchanging
information, referring inquiries to the appropriate source, or responding to
questions from state employees or members of the general public.
Complexity: Requires a combination of job functions using
minimal judgment to perform a variety of job tasks according to clearly
prescribed standard practices and procedures.
Independent Action: Requires a range of choice in applying a
number of technical or administrative policies under general direction and
making routine decisions or in recommending modifications in work procedures
for approval by supervisor.
MINIMUM QUALIFICATIONS:
Education: Completion of high school, G.E.D. or its
equivalent. Each additional year of
approved formal education may be substituted for one year of required work
experience.
Experience: Two years’ experience performing
clerical work or two years’ experience as a Mental Health Worker or in
the field of health care involving medical record documentation skills.
License/Certification: None required.
RECOMMENDED WORK TRAITS: Knowledge of medical technology, business
English, English grammar, spelling, punctuation and arithmetic. Knowledge of medical office practices,
procedures and equipment. Working
knowledge of filing techniques.
Knowledge of telephone answering procedures. Ability to maintain departmental records and
clerical reports from such records. Ability
to accurately coordinate and organize large volumes of documentation for
multiple individuals utilizing various entry and retrieval systems. Ability to follow simple instructions. Ability to learn assigned clerical tasks
readily and adhere to prescribed routines.
Ability to establish and maintain effective working relationships with
other employees and the general public.
Must be willing to maintain appearance appropriate to assigned duties
and responsibilities as determined by the agency appointing authority.
DISCLAIMER STATEMENT: This class specification is descriptive of
general duties and is not intended to list every specific function of this
class title.
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