Ward Clerk

Qualifications

1.Must be mature and in good physical and mental health.

2.Able to communicate well in oral and written English.

3.Previous management training and experience an asset.

4.Previous human resource experience an asset.

5.Must have exceptional organizational qualities.

6.Skill and ability in organizing, coordinating, maintaining and performing comprehensive duties as required by the Administrator and Director of Care.

7.Computer and software proficient, i.e. able to use MS Word, WordPerfect, and other computer programs.

8.Provide a “criminal reference check” to Collingwood Nursing Home Limited upon hiring and whenever requested thereafter.

9.Signed Confidentiality Agreements.

Works under the close supervision of the Administrator & Director of Care, by assisting in a supportive role, which includes the documentation of a variety of information.

Consults with various staff members regularly as required to ensure effective communication and information sharing.

Must be able to keep accurate records of all relevant data collected.

Must be able to organize data and relevant information relating to various job tasks and able to effectively report issues to various departments as they arise.

Ability to interact well with staff and other members of the management team, and participate in management meetings as requested by the Administrator.

Must have patience and diplomacy when dealing with residents, their families, and staff

Must be willing to perform a variety of tasks, and other related or unrelated functions with regards to assisting the Administrator.

Ability to learn, demonstrate and utilize a variety of techniques associated with collecting data.

Understands and practices proper safety procedures in the facility.

Reports injury to self, resident or other individual to Charge Nurse as soon as possible. Fill out appropriate forms, i.e. WS&IB, resident/employee incident form.

Report any equipment problems or concerns by reporting it to the Administrator promptly.

Responsible for reporting theft, misuse of supplies or equipment, damage to property, or willful misconduct. Responsible for reporting any knowledge or suspicion of theft, misuse of supplies or equipment, damage to property, or willful misconduct.

It is clearly understood by both parties that the Medical Office Assistant position is a supportive role for the Administrator, and not a supervisory position. Any direction given to staff or enforcement of the Home’s policies and procedures will be the direct responsibility of the Director of Care or Administrator.

**General Duties & Responsibilities**

Admissions, Discharges & Transfers:
Use of Point Click Care (PCC) internet based documentation system to set up newly admitted residents

Use of Health Partner Gateway (HPG) Ministry of Health’s internet based documentation system: Includes informing Community Care Access Centre (CCAC) re empty bed, getting resident medical profile for review by the Director of Care/Nurse. Ensure residents wanting to transfer to another room (internal wait list re semi-private/private room) are added to PCC wait list, and ensure internal transfer takes place prior to informing CCAC via HPG of vacant bed.

Removal/update resident downloaded/printed files re HPG. I.e. “wait list”.

Prepare Resident Admission Agreements for new admissions, schedule appointment time for signing of new admission, copy completed Admission Agreements for residents after signed/completed, get physiotherapy consent form to nurses station.

Review new employee hires: Ensure new employee hire package checklist is completed. Inform administrator of all new hires status regarding probationary period and inform the Director of Care. This would include monthly summarized sick time status.

Write up sick time/doctor’s note letters: This is reviewed and completed every three months (Jan-Mar/Apr-Jun/Jul-Sep/Oct-Dec) completed letters original goes to employee after reviewed by Administrator and Director of Care (Copy to all concerned).

Fill out Health card forms to renew resident health cards or to replace lost/missing health cards.

Assist in keeping all policy manuals up to date and in a complete form, ensure duplicate policy manuals are all the same.

Assist with (POC) Point of Care setup, as it is implemented. This includes any associated training.

Responsible for helping to keep the Administrator & Director of Care abreast of business and employee related concerns/issues by passing on information considered important in helping day-to-day smooth operations.

Assists Administrator & Director of Care in looking into family/resident related concerns, and its related follow-up.

Take minutes of meetings as requested by Administrator & Director of Care.

Maintains/updates contacts on Administrators computer utilizing Microsoft Outlook.

Performs other related duties as required

Appendix A

**WARD CLERK, (MANAGEMENT) JOB DESCRIPTION**

**Daily**

**Staff Sch