GCH Job Description for patient care area secretaries (ward, ICU and L&D)

1. Hospital ward secretaries need mental discipline to move smoothly between tasks such
as filing, manning desk and helping nurses and doctors.
2. Maintains a warm personality despite the job stress because patients and their families
will look to the clerk for direction.
3. Time management skills
4. Medical records keep digitally.
5. Day-to-Day Duties
 Answer the phones
 Set up patient records
 Fill out requisition forms if a patient needs pharmaceutical or a lab test performed
 Keep track of patient transfer records
6. Filing and retrieving confidential medical records, checking databases, assisting with
patient admission and discharge and ordering supplies for the unit.
7. Provide support to health care staff and ensure appropriate maintenance of patience care
unit.
8. Administer efficient communication network and manage flow of traffic.
9. Provide assistance to all nurses and ensure appropriate cleanliness of all units.
10. Maintain and update patient database on computers and notify nursing staff on all
diagnosis.
11. Coordinate with various departments and ensure proper services and supplies of unit.
12. Provide assistance to nurses and guide patients in and out of unit.
13. Prepare and update patient charts with ancillary reports and forms from various
departments.
14. Maintain discharge summary reports for all patients and maintain records of all patients.
15. Monitor inventory of supplies and equipment and assist to manage all requisition slops
for same.
16. Administer medical records for all physicians and medical staff and maintain records of
attendance.
17. Monitor all emergency calls and evacuate facilities when required.
18. Evaluate patient charts and ensure compliance safety policies and procedures.
19. Ensure compliance to all safety policies and procedures for hospital staff.
20. Support efficient working of nursing staff and perform require functions.
OPD and ER secretaries.
1. Schedule and confirm patient diagnostic appointments, surgeries and medical
consultations.
2. Compile and record medical charts, reports, and correspondence, using typewriter or
personal computer
3. Answer telephones, and direct calls to appropriate staff.
4. Receive and route messages and documents such as laboratory results to appropriate
staff.
5. Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
6.  Interview patients in order to complete documents, case histories, and forms such as
intake and insurance forms.
7. Maintain medical records, technical library and correspondence files.
8. Operate office equipment such as voice mail messaging systems, and use word
processing, spreadsheet, and other software applications to prepare reports, invoices,
financial statements, letters, case histories and medical records.
9. Transmit correspondence and medical records by mail, e-mail, or fax.
10. Perform various clerical and administrative functions, such as ordering and maintaining
an inventory of supplies.
11. Arrange hospital admissions for patients.
12. Transcribe recorded messages and practitioners' diagnoses and recommendations into
patients' medical records.
13. Perform bookkeeping duties, such as credits and collections, preparing and sending
financial statements and bills, and keeping financial records.
14. Complete insurance and other claim forms.
15. Answers the phone promptly and transfers calls according to phone standards using
AIDET. (AIDET stands for Acknowledge, Introduce, Duration, Explanation and Thank
you)
16. Customer (patient) Service Extends courtesies to patients, staff, and visitors in a prompt
and responsive manner in all communications.
17. Assists in monitoring visitor/employee access including the presence of badges in all
patient care areas including the visitor waiting areas and alerts security as necessary.
18. Recognizes difficult patient, staff and visitor situations, facilitates communication and
escalates appropriately.
19. Assists and directs patients, staff and visitors according to hospital policies.
20. Effectively coordinates calls on multiple lines simultaneously.
21. Recognizes patient care requests requiring urgent attention and escalates to appropriate
staff.
22. Assures patients with communication needs are identified at the nurse call system and
calls are handled appropriately.
23. Desk Flow Organization:
 Receives and distributes patient care unit deliveries to patients and staff.
 Accepts deliveries and stocks in appropriate place.
  Maintains a clean, uncluttered nursing station and tube station.
 Places service requests for equipment and repair and follows up to ensure repair is
complete.
 Maintains and tracks an adequate supply of forms, clerical equipment, and nursing
supplies according to patient care unit standards.
OR ward secretaries
1. Performing clerical duties related to admission, discharge, and documentation of patient
information while prioritizing and organizing work assignments based on changing needs
and situations in the department
2. Greeting patients and families. Assisting them in filling out necessary forms and
paperwork
3. Completing admission and discharge paper work and file processing
4. Developing a rapport and cooperative relationship with nursing and clinical staff and
responding to questions/requests from healthcare providers
5. Organizing and filing medical information appropriately
6. Answering the phones and call bell and communicating clearly when receiving
information from other units, physicians and/or guests
7. Safeguarding sensitive medical information and practicing strict procedures in handling
confidentiality of data pertaining to patients, clinicians, employees, and visitors
8. Serving as a resource within the department in terms of helping to troubleshoot computer
and systems usage issues
9. Maintaining and stocking all designated clerical related supplies and equipment in the
department
10. Completing other/varied tasks as necessary to ensure the efficient operation of the
department
11. Acts as a central contact point for callers into the preoperative area
12. Performs a variety of administrative duties to facilitate patient care in the preoperative
area
13. Maintains the Communications Board and ensures that cases are called for in a timely
manner
14. Checks inventory and stocks all forms and supplies daily
15. Coordinates the flow of the preoperative area by tracking and coordinating doctors,
nurses, other care providers, the status of the preoperative patients.
16. Scheduling of appointments, cases, and add-ons, may enter charges for services. Also
accountable for maintaining open communication between nursing staff, physician, inter-
departmental personnel and the patient
17. Greet new and existing patients upon their arrival for appointments or procedures
18. Schedule patient appointments, both new and follow-up
19. Make copies and fax paperwork to other medical offices upon receiving an official
request for records
20. Review patient insurance documents and determine what procedures will be covered in
addition to required deductibles
 21. Organize and maintain patient files and records, retrieve test results as needed for
physician's review
22. Coordinate with other departments within the hospital to schedule MRIs, x-rays or
bloodwork
23. Call patients to inform them of upcoming appointments and reschedule as needed
24. Prepare patient files and charts in anticipation of discharges and transfers to other
physicians or departments

Approval.
1. Prepared By: Ms. SHOBANA, (Acting Director of Quality, Risk and patient safety) and
Nursing consultant - Signature ……………….
2. Approved By: Dr. Hasan (Medical Director) - Signature …………………..
3. Approved By: Eng. Mr. Sarry, (President and CEO) – Signature ………………