Health Unit Clerk

Under general supervision of the Nursing Supervisor (DON) and day-to-day direction of licensed nursing staff, the Medical Program Assistant-Associate (Unit Clerk) provides administrative program support and coordination for a nursing unit at the Wisconsin Veterans Home at Union Grove (WVHUG). 

Duties include acting as the key resource person on the nursing unit for coordinating, maintaining, obtaining and retrieving records and clinical information, to assist nurses, physicians and all other disciplines responsible for member care. The incumbent follows and incorporates medical standards for coordinating and maintaining clinical records in a long-term-care facility, and ensures paperwork for required reporting is completed within established timelines. 

Goals and Worker Activities 

40% 

A. Coordination and Maintenance of Members’ Clinical Records 

A1. Coordinate and organize daily update information, diagnostic test results, consultant reports, physician orders, dictation from healthcare providers, and other clinical records for provider review. 

A2. Maintain member clinical records, forms and information, including updates in the medical problem summary following hospitalization, outside testing, or routine physician orders. 

A3. Develop and maintain schedules in collaboration with Nursing Supervisor and Nurse Clinicians in Electronic Charting System (ECS) or hard copy. 

A4. Obtain, complete and/or update records and forms upon the death of a member, and provide the required documents to appropriate parties. 

30% 

B. Communication and Coordination with Others beyond the Unit 

B1. Make arrangements and/or notify appropriate parties for member life events such as death or discharge, ambulance transportation, or scheduling/cancelling outside appointments. 

B2. Update facesheet as directed.

B3. Complete and submit Veterans Administration applications and associated paperwork for each member, within established timeline. 

B4. Coordinate with other facility staff to order special arrangements. 

30%

C. Provision of Administrative Support for the Unit

C1. Serve as unit’s reception point. 

C2. Initiate requisitions for maintenance and/or repair of equipment and supplies.

C3. Ensure unit safety and organization, including light cleaning duties as assigned. 

C4. Complete paperwork to update members’ equipment. 

C5. Perform a variety of administrative assistance tasks. 

Knowledge, Skills and Abilities 

1. Knowledge of general and medical administrative support practices and procedures 

2. Ability to use standard office equipment (e.g., copier, fax, phonelines, etc.) 

3. Knowledge of medical symbols, abbreviations and terminology 

4. Skill in written, verbal and interpersonal communication 

5. Ability to organize and prioritize workload 

6. Knowledge of modern recordkeeping principles and practices 

7. Knowledge of the rules and regulations governing patient rights and confidentiality, including the Health Insurance Portability and Accountability Act (HIPAA) 

8. Knowledge of standards for coordinating and maintaining clinical records (e.g., State Nurse Practice Act, American Nurses Association, Gerontological Nursing Standards, federal and state licensing regulations for long-term healthcare facilities, etc.) 

9. Skill in computer use, including Microsoft Office Suite or similar programs and specialized scheduling and medical software 

10. Knowledge of the principles and practices of customer service 

11. Ability to establish and maintain working relationships 

12. Skill in problem solving 

13. Ability to work independently and as a member of a team 

14. Ability to complete assignments within established timelines 

15. Knowledge of safety rules, regulations and emergency protocols of the Veterans Home

 16. Ability to discern emergency situations and follow appropriate member care protocols