Ward Clerk/Scheduler

Work Unit Overview: 
The Ward Clerk/scheduler assumes clerical responsibility to coordinate activities at the nurses' station. Performs receptionist, telephone, transportation, and clerical duties to support nursing staff in the delivery of care and services to residents. Maintains medical records for each resident that are complete, readily accessible, and systematically organized. Interacts with residents, staff, consultants, visitors, and others in a manner that facilitates communication and presents the facility in an appropriate light. Schedules all nursing staff for both Madison County nursing homes, as well as coordinates housing when appropriate.
Job Summary:
The Ward Clerk/scheduler assists the nursing staff and administration by performing a variety of clerical duties, managing and communicating residents' and staff schedules, and acting as a liaison among nursing, facility staff, residents, families, and the leadership team. 

• Assists in answering the telephone promptly and courteously according to facility protocol. Takes messages accurately and promptly notifies the recipient.
• Serve as the first point of contact for family members and visitors, handling inquiries and directing them to the appropriate departments.
• Schedules resident appointments within and outside the facility as directed by the Charge Nurse and Social Services.
• Provide administrative support to the nursing department, including reviewing and recording nursing department sick calls, tardiness, and absences, and adjusting the nursing schedule to accommodate staff changes. 
• Interacts with managers, supervisors, nurses, or other staff members daily, requiring outstanding communication and interpersonal skills.
• Must be flexible with last-minute changes and fair when managing the needs of individual members of staff.
• Assists residents with the use of the telephone while providing privacy for the residents' calls.
• Coordinates DON with developing CNA and nursing schedules.
• Responsible for scheduling nursing staff to ensure adequate coverage for all shifts within the facility. This includes generating, managing, and updating master schedules, adjusting according to budgetary constraints, census fluctuations, call-ins, and pre-planned leaves of absence.
• On call status to assist the DON and nursing staff with coverage within facilities resulting from call-offs or unexpected absences. 
• Communicate with travel staffing agencies to obtain necessary staff to meet residents’ needs and appropriate documentation (profiles) to maintain compliance with state and federal regulations.
• Assists in coordinating patient admissions, transfers, and discharges, ensuring smooth transitions.
• Arranges and manages housing for travel staff needs.
• Completes necessary transfer paperwork and ensures that all required records accompany residents who are transferred, discharged, or scheduled for outside appointments. 
• Processing patient information, updating medical records, and ensuring compliance with state and federal regulations. 
• Communicates with Charge Nurse throughout shift to coordinate efforts and to meet resident and staff needs.
• Participates in fire and disaster drills. In the event of an emergency, carries out assigned duties to assure resident safety.
• Uses personal protective equipment when indicated by the exposure control plan. Comply with all infection control procedures.
• Enter new traveling staff into the timekeeping system and electronic medical records system prior to the contract starting. 
• Provides transport and/or arranges transport for residents to appointments.
• Attends in-service education programs as scheduled. 
• Stay current on facility policies and procedures. 
• Performs other duties as assigned.
• Follows all local, state, and federal regulations associated with long-term care facilities.

Education: High School Diploma or equivalent.
Licensure: Certificated Nurses Aid and CPR.
Work Experience: Previous clerical experience in an institutional health care setting, knowledge of medical terminology and procedures preferred.
Freedom from illegal use of drugs, and freedom from use and effects of use of drugs and alcohol in the workplace.
Must pass a criminal background check that has no disqualifying criminal history to include, but not limited to, violent crimes or misappropriation of funds.
Persons who have been found guilty by a court of law of abusing, neglecting, or mistreating individuals in a health care-related setting are ineligible for employment in this position.

• Working knowledge of facility record-keeping policies and procedures and ability to apply knowledge to job tasks.
• Sufficient interpersonal skills and maturity to communicate effectively with professional staff, direct care staff, physicians, consultants, residents, visitors, and others in person and on the telephone.
• Ability to establish appropriate priorities for receiving, recording, relaying, and acting on information and to maintain organization of all unit clinical and administrative records.
• Carries out all duties in accordance with the facility's mission and philosophy.
• Demonstrates knowledge of and respect for the rights, dignity, and individuality of each resident in all interactions.
• Appreciates the importance of maintaining the confidentiality of residents and facility information.
• Always demonstrate honesty and integrity in the care and use of resident and facility property.
• Able to understand and to follow written and verbal directions. Able effectively to communicate with staff members and residents through verbal and/or written means.
• Knowledge of emergency and disaster procedures of the facility. Able to locate the nearest exit to understand and respond to written or oral instructions in case of emergency.
• Sufficient mobility and strength to move freely through the building, to always assure resident safety, and to assist, or otherwise move residents out of danger in case of emergency.
• Demonstrates respect for co-workers and responds to the needs of residents by complying with facility policies on attendance and punctuality, and dress code. Able to arrive and to begin work on time and to report for duty as scheduled on all shifts, weekends, and holidays.
• Working knowledge and ability to comply with facility policies and procedures for workplace safety, including infection control procedures, application of universal precautions for blood-borne pathogens, use of personal protective equipment, and handling of hazardous materials.
• Demonstrates ability to prioritize tasks/responsibilities and complete duties and projects within allotted time.
• Able to respond to change productively and to handle additional tasks/projects as assigned.
• Able to carry out the essential functions of this job (with or without reasonable accommodation) without posing specific, current risk of substantial harm to health and safety of self and others.