Unit Clerk

Tohono O'odham Nation; Sells (AZ); On-site; USD 25,000 - 36,000; Full time

Job summary

Tohono O'odham Nation Health Care Hospital in Sells, AZ seeks a Unit Clerk to provide medical clerical support in inpatient or Emergency services. You will support nurses and professionals, manage charts, orders, and communications, and help coordinate patient transfers within and outside the facility.

The role requires multitasking, dependable reliability, and strong communication. Relies on HIPAA knowledge and accuracy in data entry, with relocation to TONHC facilities as needed.

Qualifications

• High School Diploma or GED is required.
• One year of general work experience in the medical field is required.
• Must have CPR certification.
• Must complete Medical Terminology course within six months of hire.
• Criminal background check and FBI fingerprint check are required.
• Possession of a valid driver’s license may be required.
• Fluency in Tohono O’odham language and English may be required by department needs.

Responsibilities

• Serve as receptionist and greet patients/visitors professionally.
• Alert Security to unauthorized visitors as needed.
• Route calls and distribute mail for medical staff and patients.
• Schedule appointments and coordinate tests with outside facilities.
• Assemble and file patient charts, transcribe orders, and update records.
• Coordinate patient transfers and transportation with EMS and tribal transport.
• Assist with patient discharge and final chart disposition.
• Maintain ER log and update demographics and insurance info.
• Record attendance and timekeeping for unit staff.
• Attend monthly meetings and record minutes.

Skills

Multiline telephone handling

Typing & data entry

Time management

Verbal & written communication

Customer service

Education

High School Diploma or GED

Tools

Electronic Health Record

Job description

PLEASE NOTE - This position may require temporarily relocation to other TONHC Facilities: Sells Hospital, Santa Rosa Health Center, San Simon Health Center, and San Xavier Health Center.

Position Summary

Under general supervision, the purpose of this position is to provide medical - clerical support work in connection with the care and treatment given to patients in the Inpatient or Emergency Room of the Tohono O'odham Nation Health Care Hospital located in Sells, Arizona.

Scope of Work

The purpose of the Unit Clerk position is to assist the nursing and professional medical staff with the clerical and other non-professional activities involved in the care of patients. The incumbent initiates and follows through on all clerical procedures throughout the patient's care. The work includes serving as a receptionist, performing record-keeping duties, and providing miscellaneous support to the unit's staff. The incumbent of this position is expected to address and resolve problem situations. Works under the Supervisory Clinical Nurse's supervision may also receive assignments from the "Charge Nurse".

Responsibilities

Essential Duties and Responsibilities (Depending on the area of assignment, an incumbent may not be required to perform some of the duties listed below)

• Perform as a receptionist and responsible for greeting all patients and visitors in a respectful, courteous manner.
• Responsible for alerting Security personnel to unauthorized visitors.
• Receive incoming telephone calls and route calls to patients, medical staff, or other departments. Receive and distribute mail to medical staff, nursing staff, and the patients.
• Schedules appointments with other medical services and makes necessary arrangements for patients, such as requesting medical records, initiate requisitions for ultrasound, CT scans, and other procedures with outside facilities and in-house.
• Responsible for assembling new admission charts, transcribing doctor's orders, initiating lab requests, doctor's referrals, filing lab reports and other patient documents in the patient's chart and the patient's Electronic Health Record.
• Responsible for scheduling appointments with outside facilities and coordinating transfer of patients to outside facilities by contacting the EMS dispatcher, the ambulance drivers, when applicable, PRC, and Tribal transportation.
• Arranges transportation for patients receiving health care within or outside of the Nation's Hospital Unit; verifies and assures the patient's record is complete and accurate before the transfer.
• Responsible for assisting with patient discharge orders and final disposition of patient charts after the patient is discharged.
• When working the Maintains and enters data for updated ER Log per EMTALA and Joint commission
• Performs patient registration duties by updating demographics, verification of insurances, referring to Benefits coordinator when necessary.
• Responsible for the maintenance of forms and office supplies used daily by the unit. Replenish forms and office supplies when depleted.
• Notifies the Housekeeping department of routine requests – linen, cleaning rooms, etc. Responsible for routine work orders on the unit using TMA.
• Processes and maintains time and attendance records for the unit comprised of full-time, part-time, and temporary employees, utilizing an automated system. Responsible for accurate recording of hours worked or leave taken, including review, audit, and researching attendance records. Answer employee questions regarding time and attendance.
• Responsible for maintaining a current list of patient admissions, patient discharges, diet lists, and Inpatient blood sugar lists.
• Responsible for attending monthly unity meetings and recording minutes.
• Promote Safety and Risk Management initiatives on the unit to help ensure patient, visitor, and staff security.
• Responsible for completing and submitting TMA requests.
• Performs other job-related duties as assigned.

Knowledge, Skills, And Abilities

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations, and requirements.
• Knowledge of hospital admitting requirements and procedures, including documents required for admission, transfer, discharge, AMA, or death.
• Knowledge of the types of medical problems treated by each sub-division clinic (e.g., orthopedics, neurology, urology, surgery, etc.) makes appropriate and timely referrals.
• Knowledge of common medical terms of the anatomy, common drugs, and correct spelling and appropriate medical abbreviations.
• Knowledge of legal regulations and requirements on confidentiality, specifically to the Privacy Act of 1974 and Health Insurance Portability and Accountability Act of 1996 (HIPAA).
• Knowledge of the use of the Electronic Health Record and the templates.
• Knowledge of the use of BCMA (Bar Code Medication Administration).
• Knowledge of the use of BMW.
• Knowledge of Time Force for Direct Hires
• Skill in answering and directing a multi-line telephone system.
• Skill in typing and basic computer word-processing, spreadsheets, and database software programs.
• Skill in providing superior customer service to external and internal customers.
• Ability to handle multiples tasks and meet deadlines.
• Ability to exercise independent judgment.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.

Minimum Qualifications

• High School Diploma or General Education Diploma, and
• One year of general work experience in the medical field.

Licenses, Certifications, Special Requirements

• Must have current certification in Healthcare Cardio Pulmonary Resuscitation (CPR).
• Must complete a course in Medical Terminology within six months of hire.
• Upon recommendation for hire, a criminal background and a National FBI fingerprint check are required to determine suitability for employment, including a 39-month driving record.
• May require possessing and maintaining a valid driver's license (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham language and English as a condition of employment.