Administrative Assistant Dialysis Clinic

Job Description

Job Description

Department:            Personnel

Subject:                     Job Description – Secretary / Unit Clerk

Job Summary:

The Secretary / Unit Clerk, under the direction and supervision of the Staff Nurse, Charge Nurse, and Director of Nursing, is responsible for those Duties that are usually classified as clerical, receptionist and medical office management.

Qualifications:

1.                  High School graduate or equivalent work experience, including ability to read, write and comprehend medical terminology. 

2.                  Previous experience as a secretary / clerk, especially in a medical setting preferred, or ability to complete training program satisfactorily.

3.                  Able to work under pressure and relate to patients, visitors and staff.

4.                  Ability to carry out repetitive operations, under specific instructions and in accordance with established procedures.

5.                  Report to Charge Nurse and Director of Nursing.

Duties and Responsibilities:

1.                  Patient Treatment Activities

●                   Prepare all requisitions, laboratory blood tubes, slips and labels.

●                   Prepare blood specimens for shipments.

●                   Assist in maintaining a safe and clean environment by reporting equipment that is out of order and other problems to management. 

●                   Establish and maintain interpersonal relationships with patients, visitors and other unit personnel, while assuring confidentiality of patient information.

●                   Assist in arranging transportation for patients, as required.

●                   Coordinate patient admissions with hospitals, nursing homes, etc.

●                   Make appointments for patients.

2.                  Maintain patients’ records:

●                   Keep current records in order and updated.

●                   Chart and file all test results and reports in the patient’s chart.

●                   Stamp up in advance all components of the patient’s chart.

●                   Break down charts of transferred, transplanted, and expired patients and file them in the Medical Records room.

●                   Maintain records of all tests, operations, histories and physicals performed in all outside facilities, and file in patient’s chart.

3.                  Clerical Duties

●                   Verify Insurance of and obtain Authorization for patient admission.

●                   Assist in the admission of new patient by completing the registration form and other forms included in the admission packet.

●                   Prepare dialysis treatment charges for billing and data processing.

●                   Maintain hemodialysis service log daily.

●                   Sort out mail in the unit and distribute intradepartmental and inter-facility communications.

●                   Answer the phones and deliver messages.

●                   Notify Director of Nursing and Administrator immediately of any emergency situation or physician complaint.  Do not try to settle alone.

●                   Maintain order and cleanliness of the Nurse’s Stations.  Charts are never to be carelessly and placed all over the desk area.

●                   Ensure that all Doctor’s Orders have been signed and noted before putting charts back in the rack.

●                   Label all sheets in patient’s chart with patient’s name, physician’s name, and medical record number.

●                   If allergies are reported, write them in appropriate patient records.

●                   Prepare charts for admissions of new patients.  Keep new charts stock available.  All sheets must have patient’s name and medical records number written in, including the Admission (Face) Sheet.

●                   Prepare payroll report for Director of Nursing or Administrator to review before submitting to Payroll Department.

●                   Participate in staff meetings and unit activities.

This job description is not intended to be inclusive and employee will perform other job-related duties, as assigned by management personnel.  Although management makes every effort to accommodate individual preferences, business needs may at times make overtime, shift work and rotating schedules mandatory.

The employee’s signature below represents acknowledgement of having read the job description and the conditions for continued employment.