WARD CLERK - GENERAL MEDICINE UNIT 6E

This position is covered by the collective bargaining agreement between Cook County and the Service Employees International Union Local 73 (SEIU – 73). Pursuant to the agreement, Cook County will exhaust internal eligible applicants prior to considering external applicants.

Location: John H. Stroger, Jr. Hospital
Department: General Medicine Unit 6E
Shift: 3:00 PM – 11:00 PM
Hourly pay range: $22.759 – $24.146 (salary is commensurate with documented years of experience at time of application)

About the Role

The Ward Clerk provides clerical support to the health care team, patients, families, and visitors of John H. Stroger, Jr. Hospital. This role contributes to unit operations by enhancing efficiency and communication while promoting a positive, customer-focused environment.

Responsibilities

• Performs receptionist activities:
  • Receives, greets, and directs patients, visitors, and hospital personnel with accurate responses in a friendly and courteous manner.
  • Checks visitor passes.
  • Receives, places, and transfers telephone calls using proper telephone etiquette.
  • Records, communicates, and delivers messages accurately and timely to the appropriate person.
  • Provides accurate information concisely while respecting patient privacy.
  • Observes hospital and unit policies when assisting and directing patients, staff, and visitors.
• Communicates with courtesy:
  • Notifies Admissions Office of all admissions and transfers upon arrival.
  • Remains calm and reassuring during emergencies, STAT requests, and orders.
  • Establishes rapport and working relationships to foster interdepartmental communication for patient care.
  • Works cooperatively with co-workers, nursing personnel, physicians, and supervisory staff.
  • Pages and locates physicians and other hospital personnel (e.g., Chaplain, Hospital Police, Interpreter, Social Workers) as requested.
  • Answers telephones and provides general information; refers unanswerable questions to appropriate personnel.
  • Notifies physicians and nurses of new admissions or transfers.
  • Notifies Patient Information Desk regarding patients on the Visitor Restriction List or in emergencies (e.g., Code Blue).
  • Notifies Environmental Services to clean patient rooms after discharge or death.
• Performs clerical functions efficiently:
  • Maintains appropriate levels of forms, materials, and supplies in an organized manner, including prepping charts for downtime procedures.
  • Maintains patient charts in sequential order with labels affixed correctly.
  • Prepares charts for Medical Records upon patient transfer, discharge, or death.
  • Initiates and accurately maintains identifying information on all paper medical record forms.
  • Transfers, checks, and notifies Registered Nurse for Advanced Directives and General Consents; provides Patient Handbook to patient or family upon admission.
  • Uses patient labels/stickers accurately as per policies.
  • Maintains and updates medical con-call binder, admission/discharge log book, census worksheets, and snapshots as transactions occur.
  • Completes, organizes, and records pertinent information on admissions, transfers, and discharge forms accurately and timely.
  • Maintains and completes the Daily Monthly Activity Log Sheet.
  • Conducts walking rounds at least every four hours (or as needed) to ensure accurate:
    • Census/headcount.
    • Patient ID bands.
    • Vacant beds.
  • Schedules outpatient appointments through Cerner – Central Appointment System.
  • Maintains accurate daily/monthly statistical reports.
  • Affixes zebra labels to lab, radiology, and other test reports in the patient’s medical record in a timely manner.
  • Conducts follow-up for late trays, late transport, or patients failing to return from tests/procedures.
  • Provides patients with a copy of the Patient Handbook.
  • Checks, completes, and forwards valuables to the Custodian/Cashier; places a copy of Clothes and Valuables Form #1174 on the patient’s chart if applicable.
  • Retrieves patient valuables from the Cashier per policy if requested.
  • Ensures Patient ID bracelets are correct (location name and Medical Record number) and verifies against the patient census list at the start/end of shift and upon admission/transfer.
  • Conducts handoff communication at the end of each shift to discuss census, admissions, discharges, deaths, elopements, or transfers.
  • Facilitates patient diet orders as requested.
  • Assists in orienting new personnel and unit clerks.
  • Sets work priorities (e.g., admissions, discharges, transfers, emergencies).
  • Prepares medical records for Medical Record Department pickup and completes census worksheets by the end of each shift for remote discharges.
  • Removes all discharges from the Cerner System at least 30 minutes after the patient has left the unit.
• Performs computer functions:
  • Enters all discharges (including AMA, abscond, and death) into the computer accurately and timely.
  • Verifies census and reconciles snapshots from the Cerner patient printed list at specified times or as needed.
  • Schedules post-hospitalization appointments as indicated.
  • Performs data entry in Cerner/Tele tracking and OB QS Prenatal System.
  • Enters and/or updates Medical-Surgical Services and applies color codes when appropriate.
  • Performs routine cleaning of Wyse terminals, keyboards, and printers.
  • Reports computer/printer problems or breakdowns to the HIS Help Desk and posts work order numbers on broken items.
  • Replenishes/replaces computer mice, toner, and other supplies as needed.
  • Checks and reports safety hazards on all equipment (e.g., frayed cords, loose connections).
• Demonstrates awareness of patient/family rights:
  • Ensures privacy and confidentiality of all patient-related information.
  • Treats patients and families with respect, courtesy, and dignity.
• Other related performance standards:
  • Attends and completes annual mandatory classes/competencies as required.
  • Demonstrates punctuality and maintains good attendance.
  • Adheres to hospital dress code.
  • Follows emergency procedures, fire drills, evacuation plans, and internal/external disaster plans.
  • Adapts to workload changes professionally and courteously.
  • Cooperates in implementing changes to improve patient care.
  • Performs other duties as assigned.

Requirements

• High school diploma or GED equivalent (proof required at time of interview).
• Minimum of one (1) year of clerical experience.
• Basic computer skills.

Preferred Qualifications

• Patient care experience.
• Bilingual proficiency.
• Knowledge of medical terminology.

Skills

• Strong interpersonal skills.
• Prompt emergency response skills.
• Excellent verbal and written communication skills for diverse cultures and age groups.
• Analytical, organizational, problem-solving, critical thinking, and conflict management/resolution skills.
• Attention to detail, accuracy, and precision.
• Ability to meet deadlines in a fast-paced, stressful environment.
• Ability to make appropriate and timely decisions.
• Adherence to department policies and standards, including electronic health record (EHR) best practices.
• Knowledge of HIPAA standards and confidentiality requirements for protected health information (PHI).

Physical and Environmental Demands

This position functions within a healthcare environment. Responsibilities include:

• Adherence to hospital and department-specific safety requirements, including:
  • Compliance with Personal Protective Equipment (PPE) requirements.
  • Handwashing and sanitizing practices.
  • Department-specific engineering and work practice controls.
  • Work area safety precautions as specified by hospital-wide policies and departmental procedures.

Benefits

• Medical, dental, and vision coverage.
• Basic term life insurance.
• Pension plan.
• Deferred compensation program.
• Paid holidays, vacation, and sick time.
• Eligibility for the Public Service Loan Forgiveness Program (PSLF).

Veterans who meet minimum qualifications may receive preference in hiring. To qualify, veterans must identify themselves on the application, attach a copy of their DD 214, DD 215, or NGB 22 (or a valid State ID/Driver’s License identifying veteran status) at the time of application, and provide original discharge papers at the time of interview.