Ward Clerk

Clinix Health Group (Pty) Ltd; Soweto; On-site; ZAR 240,000 - 380,000; Full time

Job summary

Clinix Tshepo-Themba Private Hospital in Dobsonville is seeking an administrative support professional to assist the Unit Manager and nursing team. The role focuses on patient statistics, filing, ward stock, and accurate record-keeping within SAP-driven processes.

You will handle calls, coordinate paperwork, and ensure timely discharge and transfer documentation. Requires an NQF 5 nursing qualification with computer literacy, SAP experience, and at least 2 years in administration.

Qualifications

• NQF 5 / Relevant Nursing Qualification.
• Computer literacy.
• SAP experience.
• Stock control.
• ICD 10 Code and CPT coding ability.
• 2 years administration experience.

Responsibilities

• Answer and attend to inbound calls in a professional and friendly manner.
• Assist the Unit Manager with drawing patient statistics/reports.
• Maintain the patient register and reconcile with SAP every 2–4 hours.
• Ensure daily availability of patient stickers.
• Establish and maintain an accurate filing system.
• Print new checklists monthly for fridges, emergency supplies, and environment.
• Order bulk stationery and inform if stock is unavailable.
• Compile diet lists with nursing staff and secure sign-off by Unit Manager.
• Complete maintenance requisitions and obtain Unit Manager sign-off.
• Supervise linen rooms and keep notices current.
• Perform administration tasks as instructed by Unit Manager.
• Inform patients about the MyVoice feedback system and usage.
• Review occupancy lists and adjust bed movements and discharges accordingly.
• Capture charges, stock, and services on the approved system.
• Escalate over-billing forms to Pharmacy as needed.
• Assist in stock audits and ensure stock bar-coding compliance.
• Maintain adequate stock levels in ward and process stock credits.
• Coordinate patient transfers and related documentation.
• Ensure discharges are completed and filed with patient details.

Skills

Administration

SAP experience

Stock control

ICD-10/CPT coding

2 years administration experience

Education

NQF 5 / Relevant Nursing Qualification

Computer literacy

Tools

SAP

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.