Lead Ward Clerk - Arcadia

The Arcadia Family of Companies is a local non-profit organization committed to providing senior living excellence in a gracious, compassionate, and dynamic environment which meets the spiritual, physical, and social needs of every resident, client, and member we serve.

Why Join Us

Employees are the heart of all we do. We foster an environment of compassion, understanding, integrity and open communication. Our culture emphasizes collaboration and teamwork in a supportive environment that puts our residents, clients and members first. Each day we enjoy making a positive difference in their lives. Come join us to be part of our remarkable team where every member is valued!

Enjoy the Benefits

• Healthcare: Medical, dental, and vision coverage for employees and dependents; flexible spending account, and Employee Assistance Program.
• Retirement Savings: Generous 403(b) Retirement Plan with 8.5% employer contribution every paycheck based on gross income after completion of one year of employment when you contribute 4% or more.
• Free Employee Meals: More time to relax and let our chefs take care of your meals.
• Paid Time Off: Enjoy 10-20 vacation days based on tenure, plus 11 paid holidays – and yes, your birthday is a paid holiday!
• Sick Leave: After 90 days of employment, you receive 5 days of sick leave and can accrue up to 90 days, ensuring you have the support and flexibility you need when it matters most.
• Professional Development:
  • Education Assistance Program for qualified employees who want to become Certified Nurse Aids (CNAs)
  • Access to a wide array of online training courses through Relias, empowering you to enhance your professional skills; and much more!

What You’ll Do

Serves as a working lead while performing the full range of Ward Clerk duties. Provides day-to-day coordination, work direction, training, and operational support to promote accurate records, timely resident services, consistent procedures, and effective communication across the assigned AFC community department. Acts as a primary resource for Ward Clerks and keeps the designated department leader informed of workflow, service, safety, documentation, and staffing concerns.

Location - Arcadia's Health Care Center

• Full Time, Monday - Friday

Pay Range

• $18.18 to $23.00 Hourly

Responsibilities

• Performs all essential functions of the Ward Clerk position and provides direct clerical and operational coverage as needed.
• Provides administrative and clerical support for assigned nursing, assisted living, clinic, health care, or related departments, including special projects.
• Answers telephone, intercom, and other inquiries; responds within the scope of the position or directs the inquiry to the appropriate team member.
• Greets and assists residents, families, visitors, employees, and service partners and directs them to the appropriate location or resource.
• Coordinates and records resident appointments, laboratory work, diagnostic tests, transportation, and other services; communicates appointment information to appropriate parties.
• Prepares and maintains resident charts and related materials for appointments, admissions, active services, transfers, and discharges, as applicable.
• Files or attaches progress notes, laboratory reports, physician orders, and other designated records in accordance with AFC and facility requirements.
• Conducts routine audits of active, admission, and discharge records; follows up on missing, incomplete, or outstanding documentation.
• Sends documents requiring provider review or signature, monitors timely return, and routes completed documents to the appropriate team member.
• Obtains required authorizations for release of information and safeguards resident rights, privacy, and confidential information.
• Assists with physician orders and related documentation under the direction of licensed nursing staff and within the scope of the position.
• Maintains department calendars, reports, lists, forms, admission packets, office equipment, and designated office, medical, and unit supplies.
• Participates in Continuous Quality Improvement and/or Quality Assurance activities and follows emergency, disaster, infection prevention, safety, and security procedures.
• Demonstrates patience, understanding, kindness, compassion, and respect in all interactions, consistent with AFC’s mission and core values.
• May be required to work weekends, evenings, holidays, or alternate schedules based on operational and resident needs.
• Performs other duties as assigned by the Arcadia Family of Companies.

Lead Responsibilities

• Serves as the day-to-day point person for Ward Clerks regarding established procedures, workflow, schedules, documentation requirements, resident-service needs, and routine operational questions.
• Coordinates daily work assignments and priorities in collaboration with the designated department leader; adjusts workflow and assists with coverage to support continuity of service.
• Helps ensure smooth department operations during the manager’s or supervisor’s absence within established authority, policies, and escalation protocols.
• Provides orientation and on-the-job training for new Ward Clerks and ongoing guidance, coaching, and refresher training for team members.
• Conducts or supports regular huddles to share information, clarify priorities, reinforce procedures, and identify concerns requiring follow-up.
• Monitors work quality, record completeness, service standards, supply levels, and adherence to established procedures; provides timely guidance and follows up on corrective actions within the scope of the role.
• Reviews designated logs, reports, calendars, audits, and shift documentation for accuracy and completeness and escalates unresolved issues to the designated department leader.
• Communicates objective observations to management regarding workflow, resident or family concerns, service quality, employee training needs, safety, and adherence to policies and procedures.
• Works with management and team members to address resident requests and operational concerns and provides timely status updates and follow-through.
• Assists in developing, updating, and implementing desk procedures, checklists, training resources, and in-service topics to promote consistency across shifts and locations.
• Coordinates with nursing, medical records, transportation, environmental services, dining, security, and other teams as needed to support resident appointments, admissions, events, deliveries, emergency readiness, and daily operations.
• Models professional conduct, accountability, teamwork, confidentiality, and AFC’s core values and supports a respectful, service-focused work environment.
• Identifies process-improvement opportunities and submits practical recommendations to the designated department leader.
• Promptly escalates clinical questions, employee relations matters, policy exceptions, safety risks, privacy concerns, and issues outside the Lead Ward Clerk’s authority to the appropriate leader.

This job will be performed consistent with ADA, FMLA, and other federal and state laws regulating employment and the rights of individuals with disabilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience

• Required: High school diploma or general education degree (GED)
• Preferred: Related clerical, administrative, health care, medical records, or customer service experience and/or training required; an equivalent combination of education and experience may be considered.

Computer Skills

Proficiency in using a computer, which may include using such software as Vision or Microsoft Office Suite (Excel, Outlook, PowerPoint, Word) and other applicable software applications.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee frequently is required to stand, walk, sit, and taste or smell. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl; push and pull. The employee must frequently lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

While performing their essential functions, employees are occasionally exposed to the following conditions:

• Air conditioned office environment
• Indoors without air conditioning
• Outdoors—all types of weather
• Hazardous materials

Arcadia Family of Companies is comprised of the following non-profit organizations:

Arcadia Family of Companies is an Equal Opportunity Employer.

Employment decisions are made without regard to race, color, religion, sex, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, genetic factors, military/veteran status or other characteristics protected by federal or state law.