Job Description

Location: Carney Hospital
Posted Date: 6/9/2020
internal 6.9.20-16


(Briefly describe the overall purpose of this position - Why does it exist and how does it contribute to the overall organization?)

The Clerical Coordinator functions under the supervision of the Clinical Manager. The Clerical Coordinator is responsible for receptionist services and non- clinical tasks to support the overall function of the patient care team.


(Use bullets for specific responsibilities)

1.0 Facilitates communication in the Emergency Department.

    1. Answers telephone within four rings of time, identifying department, self and asking "May I Help You".
    2. Screens and routes calls/messages correctly, politely and in a timely manner.
    3. 1.3 When party receiving the call is not present, leaves written message (at the request of caller) recording pertinent information.

      1.4 Makes a series of calls on all patients being admitted to the Hospital via the Emergency Department; i.e. Registration Clerk, Admitting Department, Unit Resident and the appropriate clergy.

      1.5 Consistently greets and directs patients, visitors, physicians and other personnel in a professional manner, using available resources to respond to all questions and/or requests.

      1.6 Processes all outgoing calls/pages requested by Physicians and Nurses in a timely manner.

      1.7 Contacts Nursing and support staffs for sick call and schedule coverage as determined by the Nurse Leader.

      1.8 Responds to daily radio test of the EMS and all radio calls of the Disaster Network.

      1.9 Monitors response time on all routine pages and calls using page log. Monitors response time on all STAT pages and reports delays to Charge Nurse.

      1.10 Demonstrates working knowledge of medical terminology and Computer functions.

      2.0 Enters oxygen and EKG orders/charges into the order communication system.

      2.1 Enters into computer, physicians orders for X-rays, Labs, EKG's usually on a STAT level. Insures accuracy of tests ordered and patient identification.

      2.2 Enters messages to other departments for services needed in the Emergency Dept., i.e., Patient Escort, Dietary, Maintenance.

      3.0 Processes all patient encounter forms. Separates and collates patient record with the correct pages: the patient encounter form, nursing notes, discharge instruction sheet, physician dictation and any other part of the patient record.

      3.1 Audits chart for diagnosis, procedures, Physician and Nurses signatures and other pertinent information needed for discharge and billing purposes.

      3.2 Separates, stamps and labels the dictation and sends or files it appropriately. (copies: medical records, primary care physician, E.D.)

      3.3 Sends the medical record +/or copies to the appropriate destinations: Medical Record Dept., the in-house admitting floor; the E.D. files; and the primary care physician.

      4.0 On a daily basis maintains logs and files according to established department procedure.

      4.1 Records all Hospital admissions on admission sheet and on Emergency Department Admitting Board.

      4.2 Records on a daily basis, all cultures in Culture Report Book, within two hours of receiving.

      4.3 Makes follow-up appointments for patients per order of physician or nurse.

      4.4 Processes required reports for specified injuries and diseases and sends forms to appropriate agencies. (dog bites, burns, gun shot/stab wounds, 51-A abuse forms, etc.)

      5.0 On a daily basis distribute incoming and outgoing mail, according to established department procedure.

      5.1 Opens all incoming mail, seeing that employee mail is placed in employee mail folders and diagnostic results are forwarded to physicians.

      5.2 Sends copy of patient encounter form and dictated physician note to Carney Hospital Physicians and Health Centers whose patients have been treated in the Emergency Department.

      6.0 Each shift maintains Emergency Department files according to guidelines established by Department Supervisor.

      6.1 Files diagnostic reports in patient folder, as received from printer within fifteen minutes of print-out.

      6.2 Maintains a par level on patient information forms and personnel forms and replaces as necessary.

      7.0 Acts as Nursing Unit Receptionist.

      7.1 Directs patients, visitors, physicians and other department personnel using available resources.

      8.0 Performs other duties as requested.

      8.1 Acts a preceptor in orientation of new clerical coordinator as requested by the Clinical Manager.

      8.2 Collaborates with the Clinical Manager, Charge Nurse or Supervisor and the Admitting Office to facilitate patient flow in periods of high census, high acuity and rapidly changing patient population.

      8.3 Acts as resource for Health Care Team for issues related to computer functions.

      9.0 Demonstrates satisfactory IPR/Communication skills.

      9.1 Exhibits self-directed behavior and collaborates with the RN and health care team to facilitate completion of assignments to function independently.

        1. Communicates directly with family, significant other, as needed, so as to promote satisfaction and confidence
        2. with Carney Hospital.


      (Examples: Ability to work independently and take initiative; Good judgment and problem solving skills; Communication skills; Interpersonal and organizational skills; Level of confidentiality)

      • The Clerical Coordinator must possess effective oral and written communication skills, strong organizational skills and ability to set priorities. Computer experience required. Knowledge of medical terminology preferred. Able to work in a fast paced environment.


      1. Education: High School Diploma or Equivilent
      2. Experience (Type & Length): Experience in a health care setting preferred. Experience with Meditech preferred.
      3. Certification/Licensure: None
      4. Software/Hardware: Meditech
      5. Other:

      Additional Information

      Important COVID message

      Please note, our Carney Hospital is taking additional, necessary preparations to ensure patients can receive compassionate care in a safe, carefully managed environment - with confidence and without fear. Our Safe and Ready program consists of a rigorous [five-point] standard ensuring patient safety, confidence and convenience: Expanded hours will allow previously cancelled procedures to be scheduled as quickly as possible. Any COVID-19 related care takes place in designated areas away from other patients and their families. Emergency Departments are reorganized to be a safe place to treat all emergency patients. A stringent cleaning policy has been implemented throughout the hospital. A strictly controlled visitor and masking policy is required for patient safety. You can rest assured that we have made the necessary preparations to provide care in a safe, controlled and professional way.

      Application Instructions

      Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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