Ward Clerk

Clinix Health Group (Pty) Ltd; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Clinix Tshepo-Themba Private Hospital in Gauteng seeks an administrator to support the Unit Manager and nursing team. You will handle calls, help prepare patient statistics, maintain registers, and ensure accurate documentation and stock control.

Close liaison with Pharmacy and hospital systems is required to maintain data integrity. The role requires a nursing-related qualification or equivalent, computer literacy, and at least 2 years of administration experience.

Qualifications

• NQF 5 / relevant nursing qualification.
• Computer literacy.
• SAP experience.
• Stock control.
• ICD 10 Code and CPT coding ability.
• 2 years administration experience.
• Healthcare professional qualification (added advantage).
• Finance-related qualification (added advantage).

Responsibilities

• Answer and attend to in-bound calls in a professional and friendly manner.
• Assist the Unit Manager with drawing patient statistics / reports as needed.
• Maintain the patient register and reconcile with SAP every 2 to 4 hours.
• Ensure daily availability of patient stickers.
• Establish and maintain an accurate filing system for patients’ documents, minutes and audit docs.
• Print new checklists for fridges, emergency supplies and environmental purposes.
• Order stationery on allocated days and notify when stock is unavailable.
• Compile the diet list with nursing staff and get sign-off by Unit Manager.
• Complete maintenance requisitions and obtain Unit Manager sign-off.
• Supervise linen rooms and keep them tidy.
• Maintain current notices on the notice board.
• Assist with Patient experience feedback system (MyVoice).
• Review occupancy lists and adjust bed movements and discharges as needed.
• Compare charge sheets with patient counts daily and collect discharge charge sheets.
• Capture all materials from charge sheets on the approved system.
• Scan bar-coded materials or capture stock manually as required.
• Record unavailable stock on Over-Billings form and escalate to Pharmacy.
• Capture services (gases and equipment) from charge sheets.
• Retain charge sheets with unavailable stock and complete checklists.
• Coordinate patient transfers with sign-off and relevant documents.
• Ensure discharged patient files are complete and filed.
• Follow up with Pharmacy on unavailable stock and process stock credits.
• Assist in conducting ward cycle counts and ensure stock bar-coding.
• Inform families about discharge details and patient experience processes.

Skills

Communication

Administration

Customer service

Education

NQF 5 / Relevant Nursing Qualification

Computer literacy

Tools

SAP

Stock control

ICD-10 Code and CPT coding

Job description

Location: Clinix Tshepo-Themba Private Hospital (Dobsonville).

Reports to: Unit Manager

Job Summary:

To provide administrative support to the Unit Manager (and the Nursing team) of an allocated unit thereby contributing to the overall success of the unit and meeting both internal and external customer expectations.

Minimum Qualification:

• NQF 5 / Relevant Nursing Qualification.
• Computer literacy.

Minimum Experience :

• SAP experience.
• Stock Control.
• ICD 10 Code and CPT coding ability.
• 2 years administration experience.
  

Added Advantage:

• Healthcare professional qualification.
• Finance-related qualification.

Deliverables:

• Answer and attend to in-bound calls in a professional and friendly manner.
• Assist the Unit Manager with the drawing of patient statistics / reports, as and when necessary.
• Maintain the patient register (Patient list and white board) to ensure it is up-to-date and accurate by documenting admissions and discharges to the unit – this involves reconciling the white board with the SAP system every 2 to 4 hours.
• Ensure the daily availability of patient stickers.
• Establish and maintain an accurate filing system of all relevant documentation (patients’ documents, minutes and audit documents, for example).
• Print new checklists at the beginning of each month for fridges, emergency blood, emergency trolley and environmental purposes.
• Order stationery (bulk) on allocated days and inform Unit Manager when there is a problem with the availability of stationery.
• Compile the diet list with assistance of nursing staff and ensure this is signed off by the Unit Manager
• Complete maintenance requisitions as required and follow up daily; ensure that the Unit Manager signs off.
• Supervise and ensure the linen room/s are neat and tidy.
• Maintain the information on the notice board ensuring that it is current and neat.
• Perform any reasonable administration task on instruction from the Unit Manager.
• Ensure that patients and customers are aware of the patient experience feedback system (MyVoice) and know how to utilize this service.
• Review the Occupancy list allocated on the approved system.
• Compare number of patients in allocated unit with Occupancy list and make necessary adjustments (e.g. bed movements, transfer of patients to another unit and discharge of patients) on the approved system.
• Compare number of charge sheets with number of patients in allocated unit daily.
• Collect charge sheets of discharged patients from previous shifts.
• Capture all materials (surgical and ethical consumables) from charge sheets / mobile billing
• Scan bar-coded materials from all charge sheets or capture stock manually on the approved system (if no scanner is available).
• Stamp every charge sheet column beneath the last stock item entry and sign and date each charge sheet.
• Record each unavailable stock item on the Over-Billings form, as each charge sheet is reviewed ensuring that unavailable items are marked clearly on the charge sheets (with a red dot for example).
• Once the Over-Billing form is complete, ensure escalation to Pharmacy
• Capture all services i.e. gases (oxygen) and equipment from all charge sheets on the approved system.
• Retain charge sheets where there is unavailable stock.
• Compile and complete each checklist (according to the Accounts Checklist at the back of the patient file), ensuring that all required documentation is in the patient file, as per the checklist criteria and once complete sign and date the checklist.
• Request the Unit Manager (or Senior-in-Charge) to complete the Charge Checklist on the discharged patient files and to date and sign.
• Complete the Ward Discharge Control Register with relevant patient information per completed discharged patient file.
• Take completed discharged patient files together with Register to Billings Auditor Department.
• Follow up with Pharmacy on unavailable stock to complete discharged patient files and attend to corrections received.
• Assist in conducting cycle counts for the ward.
• Ensure that all delivered stock is bar-coded.
• Ensure submission of credits to Pharmacy and assist the unit manager by processing stock credits before the patient file is billed.
• Ensuring adequate stock levels in ward.
• Facilitate pharmaceutical stock audit with pharmacy-based stock controllers bi-monthly.
• All of the above shall be facilitated by the supervision of the Pharmacy Stock Controller
• Ensure suitable arrangements are made in terms of patient transfers.
• Ensure that relevant transfer documents are completed and signed.
• Provide transfer information to the relevant health professionals and family
• Ensure discharges are actioned as soon as the treating Doctor has approved in writing.
• Ensure that all patients are discharged on the system and compile files with complete patient details.
• Inform the patient’s family of discharge where requested.