Unit Clerk

WVU Medicine; Morgantown, Northern (WV, KY); On-site; USD 32,000 - 46,000; Full time

Job summary

WVU Medicine in Morgantown, WV is seeking an organized patient access professional to greet patients, admit them, and coordinate bed assignments. You will enter admission data, notify physicians, and handle transfers with accuracy and courtesy.

Key duties include scheduling follow-ups, arranging transportation, processing discharges, and maintaining clean records. The role emphasizes timely communication with departments and strong clerical skills within the EPIC system.

Qualifications

• High School Diploma or equivalent.
• Graduate of a Medical Assistant program or secretarial school preferred.

Responsibilities

• Greeting and admitting functions upon patients’ arrival.
• Courteously greets patients.
• Completes admitting information in computer.
• Locates and assigns beds.
• Notifies referring physician of admission as requested.
• Transfers information between departments for patient movement.
• Completes transfer function in the computer for internal transfers.
• Notifies receiving department and arranges bed assignments during transfers.
• Clerical discharge functions.
• Disassembles patient records after discharge order.
• Schedules all follow-up appointments.
• Arranges transportation for patient as necessary.
• Completes discharge function in the computer.
• Faxes discharge summaries to designated areas.
• Coordinates inter- and intra-department communication to ensure efficiency.
• Communicates with other departments about admissions, discharges, inter-hospital transfers, or patient deaths.
• Answers telephone courteously and promptly and identifies department.
• Answers patient intercom and dispatches appropriate personnel.
• Maintains messages for department personnel and routes them correctly.
• Welcomes visitors and assists with requests for information.
• Assists physicians and others by providing requested patient/department information.
• Enters physician orders into EPIC accurately and timely.
• Generates Kardex and Medical Admission Records and distributes documents.
• Schedules lab work, X-rays, and diagnostic procedures and forwards documents.
• Completes laboratory requisitions and forms per procedure.
• Plans consultations with other services in a timely manner.
• Maintains communication with other patient care departments to meet needs.
• Coordinates timely intradepartmental and interdepartmental transportation.
• Dispatches patient care personnel for transportation as needed.
• Organizes and maintains patient records and department records for accurate documentation.
• Prepares patient identification bands and name tags.
• Assembles and breaks down patient charts and reviews printed orders for stats and tests.
• Records lab results and notifies RN of abnormal results.
• Maintains stock levels of office supplies.
• Generates departmental statistics or activity data as assigned.

Skills

Reading & writing

Verbal communication

Education

High school diploma

Medical Assistant program preferred

Job description

MINIMUM QUALIFICATIONS:

• EDUCATION, CERTIFICATION, AND/OR LICENSURE: 1. High School Diploma or equivalent.

PREFERRED QUALIFICATIONS:

• EDUCATION, CERTIFICATION, AND/OR LICENSURE: 1. Graduate of a Medical Assistant program or secretarial school preferred.

CORE DUTIES AND RESPONSIBILITIES:

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

• 1. Responsible for greeting and admitting functions upon patients’ arrival to the department.
• 2. Courteously greets patients.
• 3. Completes admitting information in computer.
• 4. Locates and assigns beds.
• 5. Notifies referring physician of admission, as requested.
• 6. Responsible for proper and expedient communication of transfer information when patient moved from one location in the hospital to another.
• 7. When transferring a patient within the same patient care area; completes transfer function in the computer.
• 8. When transferring a patient to a different patient care area, notifies the receiving department, obtains bed assignment, dispatches support associate
• 9. Responsible for clerical discharge functions.
• 10. Disassembles patient record once discharge order received.
• 11. Schedules all follow-up appointments.
• 12. Arranges transportation for patient as necessary.
• 13. Completes discharge function in the computer.
• 14. Faxes copy of discharge summary to designated areas
• 15. Coordinates and facilitates ongoing communication to ensure efficient intradepartmental and interdepartmental operations.
• 16. Communicates in a timely fashion with other departments regarding patients who have been admitted, discharged, require inter-hospital transfer, or have expired. Communicates patient information and unit needs intra-departmentally.
• 17. Consistently answers telephone in a courteous and timely manner, identifying self and department at all times.
• 18. Consistently answers patient intercom in a courteous and timely manner and dispatches appropriate personnel.
• 19. Consistently maintains complete and accurate telephone or visitor messages for department personnel, assuring accurate routing of messages.
• 20. Welcomes visitors to the department and responds in a helpful and courteous manner to requests for assistance or information.
• 21. Assists physicians and other individuals by providing requested information about specific patient or department routines in accordance with Hospital Admin. Policy # IV.080-Release of Patient Information).
• 22. Enters into EPIC System any written physician orders in an accurate, consistent and timely manner.
• 23. Generates Kardex and Medical Admission Records from Merlin, upon entering of admission orders and distributes documents to appropriate individuals.
• 24. Schedules lab work, x-ray's, diagnostic procedures, and forwards documents to appropriate individuals.
• 25. Completes laboratory requisitions and other forms accurately and according to departmental procedure.
• 26. Phones in consults to other services in a timely and accurate manner.
• 27. Maintains communication with other patient care departments (e.g. Dietary, Physical Therapy) to assure patient care needs are met.
• 28. Coordinates and facilitates ongoing communication to ensure timely, efficient intradepartmental and interdepartmental transportation of patients.
• 29. Dispatches patient care personnel to provide patient transportation at the request of ancillary departments.
• 30. Organizes and maintains patient records and appropriate department records to help ensure accurate and complete documentation.
• 31. Accurately prepares patient identification bands and name tags.
• 32. Accurately assembles, maintains and breaks down patient charts, reviews all printed orders as they come off the printer for stats, lab and diagnostic tests and advises RN of stat orders according to departmental procedure.
• 33. Accurately records lab results reported by telephone.
• 34. When advised by lab of abnormal results, immediately alerts RN.
• 35.Maintains stock levels of office supplies.
• 36. Complies accurate statistical or unit activity data for department, as assigned.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS AND ABILITIES:

• 1.Ability to read, write and comprehend simple instructions.
• 2. Good verbal and writing skills.

Additional Job Description:

Day shift, 7am-7p, rotating weekends, 3-12hr shifts.

Scheduled Weekly Hours: 36 Shift: Day (United States of America) Exempt/Non-Exempt: United States of America (Non-Exempt) Company: WVUH West Virginia University Hospitals Cost Center: 29 WVUH CH Birthing Center Address: 1 Medical Center Drive Morgantown West Virginia

Equal Opportunity Employer West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws.

WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law.

All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination.

This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.

The West Virginia University Health System is West Virginia’s largest health system and the state’s largest employer with more than 3,400 licensed beds, 4,600 providers, 35,000 employees, and $7 billion in total operating revenues. The Health System is comprised of 25 hospitals – including J.W. Ruby Memorial Hospital, an 880-bed academic medical center, and the 150-bed WVU Medicine Children’s Hospital in Morgantown, West Virginia – and five institutes. To learn more, visit WVUMedicine.org.