Job Title: Ward Clerk / Unit Secretary

Job Summary:
The Ward Clerk / Unit Secretary plays a vital role in ensuring the efficient and organized operation of the nursing unit within a skilled nursing facility. This position supports clinical staff by managing administrative duties, coordinating internal and external communication, and maintaining accurate medical records. The ideal candidate is detail-oriented, professional, and thrives in a fast-paced healthcare environment.

Key Responsibilities:

Administrative Support

• Answer and direct incoming calls; take messages and relay important information to staff.
• Greet and assist visitors, residents' families, and vendors with professionalism and courtesy.
• Accurately maintain and update patient charts and medical records.
• Assist with scheduling appointments, consultations, and resident follow-ups.
• Monitor inventory and order office supplies, medical forms, and related materials as needed.

Communication & Coordination

• Serve as a liaison among nursing staff, physicians, residents, and families.
• Communicate with outside providers such as pharmacies, labs, and medical specialists.
• Help coordinate staff schedules, training sessions, and team meetings.
• Distribute updates and key information throughout the unit in a timely manner.

Documentation & Compliance

• Maintain confidentiality of resident records in accordance with HIPAA regulations and facility policies.
• Process physician orders and ensure appropriate documentation.
• Prepare reports, logs, and other documents required for audits and regulatory compliance.
• Keep patient and administrative records organized and up to date.

Qualifications:

• High school diploma or equivalent required; an associate degree or certification in medical administration is a plus.
• Previous experience in a healthcare setting as a ward clerk, unit secretary, or administrative assistant preferred.
• Strong understanding of medical terminology and experience with electronic medical record (EMR) systems is highly desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.
• Excellent organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills.
• Ability to work well independently and as part of a team.

Physical & Work Environment Requirements:

• Ability to sit and use a computer for extended periods.
• Occasional lifting of supplies and medical records.
• Regular interaction with residents, families, and staff in a healthcare environment.