UNIT CLERK II - LATROBE HOSPITAL

Job Summary

The Unit Clerk II performs a broad scope of administrative functions designed to support and improve business operations, systems, and workflow across multiple clinical unit settings in support of the delivery of safe and effective patient care. This position works directly with Clinical Directors to support operational functions including personnel compliance tracking and documentation, onboarding including systems access and orientation coordination, performance management support, scheduling and payroll, as well as supply and equipment monitoring and acquisition. The Unit Clerk II supports the coordination, implementation, and tracking of system and unit-level initiatives, process improvements, and compliance with regulatory-readiness accreditation standards. This position works productively in staffing, performing Unit Clerk II role functions related to the admission, discharge and continued hospitalization of the patient, as needed

Essential Job Functions

Administrative Office Support

• Create, maintain, and monitor assessment and tracking tools to include but not limited to the following: onboarding and orientation coordination needs, performance management process, staff license renewal, unit and office supplies, forms and teaching materials, reference materials, maintenance and environmental service needs, supplies and equipment.
• Ensure forms and filing system are maintained and updated on a regular basis in the clinical areas.
• Coordinate and communicate onboarding and orientation needs including scheduling, and access to required IT programs and files.
• Coordinate the distribution, collection and processing of orientation checklists and competencies, annual evaluations and annual competencies.
• Perform payroll and scheduling support functions.
• Copy and track all position control forms, check requests, purchase requisitions, and expense reimbursement forms.
• Create and execute a mechanism for organizing and updating unit's reference materials and resource, policy and procedure manuals.

Supplies and Equipment Support

• Support the Clinical Director’s efforts to ensure that supplies and equipment needs are well coordinated and appropriately tracked on the patient care units.
• Manage reorder process for unit supplies, office supplies, forms, mandatory booklets and teaching materials.
• Assist with coordination of the ordering, processing and delivery of new equipment to the patient care unit.
• Notify the appropriate department of broken equipment and ensures repair, and assist staff with troubleshooting as needed.
• Participate in budget preparation to include supply/equipment research and form preparation.
• Assist with variance tracking.
• Articulate issues and initiate correction plan through resolution using TMS, IT Helpdesk, and effective communication with other departments.

Regulatory-Readiness Accreditation and Process Improvement Support

• Support the Clinical Director’s efforts to ensure that the environment of care meets all accreditation and regulatory standards and projects a desired public image.
• Understand and promote compliance with standards of care as regulated by The Joint Commission, Department of Health, OSHA, and other regulatory agencies. Report observed non-compliance to Clinical Director and appropriate departments (i.e., environmental services, facilities, information systems, etc.).
• Conduct biannual mock readiness surveys.
• Understand and promote established customer service standards and inform Clinical Director of any needs identified through unit rounding and observations.
• Ensure that all signs are compatible with desired public image of patient care unit. Identifies opportunities to improve the appearance of or information display on a patient care unit.
• Communicate suggestions to the Clinical Director and implement changes accordingly.
• Maintain weekly rounding schedules on units and resolve identified variances within a timely manner.
• Accurately identify issues which need corrective action during environmental rounds and initiate corrective action.
• Assess condition of areas to identify pharmacy, dietary, facilities, laundry distribution, maintenance and central supply/distribution issues.
• Coordinate unit performance improvement activities designed to enhance the quality of patient care and customer service.
• Assist in data collection process as requested.

Communication and Information Dissemination Support

• Support the Clinical Director’s efforts to ensure that information dissemination is well coordinated on the patient care units and between other departments.
• Act as a resource to staff on various projects.
• Coordinate, attend, and support Unit Based Practice Councils including creating and distribution of schedules and meeting minutes.
• Communicate the information to the relevant Support Service Director/Manager and track follow-up.
• Create and distribute in-service calendars.
• Support compiling and ensuring unit educational materials are available.
• Update and maintain communication boards with the latest system and unit-level scorecards and metrics.

Unit Clerk Role Support

• Act as a role model of service excellence exemplifying courtesy, compassion, and responsiveness towards all customers (patients, families, visitors, physicians, and other members of the health care team).
• Contribute to the delivery of direct and indirect patient care within the parameters established by hospital policy, procedure, protocol and standards of care.
• Support physicians and other clinicians in the effective and safe use of the electronic medical record and electronic functions such as Computerized Physician Order Entry (CPOE) and documentation.
• Perform other Unit Clerk duties as established.

Standard Responsibilities

• Performs other duties as assigned.

Required Qualifications

• High School Diploma, GED, or Higher Level of Education
• Sound judgment, problem solving skills, strong oral and written communication skills, ability to follow directions from other team members; works independently assigned duties.
• Proficiency in Microsoft Word, Power Pont and Excel.
• Excellent written and oral communication and organizational skills are essential.

Preferred Qualifications

• Associates degree in business or related field of study.
• Previous experience in Unit Clerk or similar role in support of nursing unit.
• Medical Terminology.

License, Certification & Clearances

• Act 34-PA Criminal Record Check from the PA State Police system

Supervisory Responsibilities

• This position has no direct supervisory responsibilities, but does serve as a coach and mentor for other positions in the department.

Position Type/Expected Hours of Work

• Incumbent will be scheduled based on operational need (rotate shifts, standby, on-call, etc.).
• Travel may be expected locally between Excela Health locations.

LEAN

• Actively promotes a Lean work culture by performing team member duties to encourage consistent use of LEAN principles and processes, including continually seeking work process improvements. Recognizes the necessity of taking ownership of one’s own motivation, morale, performance and professional development. Strives for behavior consistent with being committed to Excela’s missions, vision and values.

AAP/EEO

• Excela Health is an Equal Opportunity Employer. It is the policy of Excela Health to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants, without regard to race, color, religion, sex, national origin, age, marital status, non-job-related disability, veteran status, or genetic information, or any other protected class. Excela Health will conform to the spirit as well as the letter of all applicable laws and regulations.
• Ability to perform the Essential Functions listed on the Physical Conditions and ability to perform the Essential Functions on the Working Condition chart below.

Work Environment

Effective March 2020 or during pandemic: goggles, face shield and mask are required according to CDC guidelines

Physical Demands

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.