Ward clerk - Theatre

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

Job summary

Clinix Naledi Nkanyezi Private Hospital in Sebokeng seeks an administrative support officer to assist the Unit Manager and the nursing team, ensuring accurate patient statistics, stationeries, stock control, and clean records. You will answer calls, prepare reports, reconcile the SAP system with daily theatre and patient data, maintain the patient register, and print checklists.

Requires NQF 5 nursing qualification, computer literacy, SAP experience, stock control, ICD-10/CPT coding ability, and

Qualifications

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

Responsibilities

• Answer and attend to in-bound calls in a professional and friendly manner.
• Assist the Unit Manager with drawing patient statistics/reports as necessary.
• Maintain the patient register (patient list and white board) up-to-date by documenting theatre cases and reconciling with SAP every 2 to 4 hours.
• Ensure daily availability of patient stickers.
• Establish and maintain an accurate filing system of all relevant documentation.
• Print new checklists at the beginning of each month for fridges, emergency blood, emergency trolley and environmental purposes.
• Order stationery on allocated days and inform Unit Manager of stock issues.
• Compile the diet list with nursing staff and ensure it is signed off by the Unit Manager.
• Complete maintenance requisitions and follow up daily; ensure Unit Manager signs off.
• Maintain notice board, ensure current and neat appearance.
• Perform any reasonable administration task per Unit Manager instructions.
• Review Occupancy list on the approved system.
• Compare charge sheets with number of patients daily.
• Capture materials from charge sheets; scan barcodes as needed.
• Stamp charge sheets and note discrepancies; escalate over-billings to Pharmacy.
• Capture all services (gas, equipment) from charge sheets in the system.
• Retain charge sheets with unavailable stock.
• Complete checklists per Accounts Checklist and sign/date once done.
• Request Unit Manager/Senior-in-Charge to complete Charge Checklist on discharged files.
• Complete Ward Discharge Control Register with patient information.
• Take discharged files to Billing Auditor Department.
• Follow up with Pharmacy on unavailable stock to complete discharged files and address corrections.
• Assist in cycle counts for the ward.
• Ensure all delivered stock is bar-coded.
• Submit credits to Pharmacy and assist Unit Manager with stock credits before billing.
• Maintain adequate stock levels in ward.
• Facilitate pharmaceutical stock audit with stock controllers bi-monthly.

Skills

Computer literacy

Stock control

ICD-10/CPT coding

Education

NQF 5 / Relevant Nursing Qualification

Healthcare professional qualification

Finance-related qualification

Tools

SAP

Job description

Location: Clinix Naledi Nkanyezi Private Hospital (Sebokeng).

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 Requirements

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

Added Advantage

• Healthcare professional qualification.
• Finance-related qualification.

Minimum Job Requirements

• 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 theatre cases - 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.
• 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.
• Review the Occupancy list allocated on the approved system.
• Compare number of charge sheets with number of patients in allocated unit daily.
• 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.