Departmental Clerk G5 (On-Call)

Essential Functions:
 STANDARD I:  KNOWLEDGE & SKILLS
 

The Emergency Department Services Clerk demonstrates competence in performing all general office procedures required in the Emergency Department.

 

1. Operates applicable computerized and automated systems/equipment, i.e., printers, computer, credit card machine, data card machine, pneumatic tube system.


2. Effectively operates components of the department’s communication system with courteously and respect, i.e., Cisco phone, fax machines, copier, paging system, pre-hospital lines, walkie-talkie.


3. Demonstrates technical proficiency as evidenced by performance on skills checklist


4. Greets patients warmly; responsive to requests from waiting room


5. Communicates with intake and department leader on patient flow.


6. Completes, recovers, or retrieves registration accurately utilizing either automated or manual methods as required.


7. Ensures signature(s) are obtained for authorization for treatment.


8. Initiates and completes additional forms including, but not limited to, request for medical records, privacy notice.


9. Completes all exception registrations and provides proper electronic documentation to facilitate follow-up.


10. Effectively implements manual procedures during computer “down times”. 


11. When available, reviews photo ID for positive patient identification and arm bands all patients.


12. Ensures all pertinent ED paperwork is accurately labeled with patient name and MRN.


13. Demonstrates correct cash handling procedures by:


14. Complying with registration policy regarding collection of co-pays, fees and DME charges.


15. Handling assigned cash fund in accordance with facility cash handling policy


16. Follows proper security procedures for cash in locked drawer and maintains change for cash fund


17. Accurately completes “cash drawer” screen in HealthConnect


18. Accurately prepares and delivers registration envelopes to Business Office per policy.


19. Assists with answering and responding to incoming calls to the ED, to include TTY, access phones and ambulance phones.  Accurately records patient information called to the ED and communicates the information timely to appropriate physician/nursing staff.


20. Completes notifications to other departments/locations as directed by physician and nursing staff. Demonstrate the ability to receive and disseminate information appropriately.


21. Delivers lab specimens at ED drop off locations to the main laboratory.


22. Utilizes functions on HealthConnect and communicates to clinical staff regarding updates on patient status, i.e., lab results back; tests scheduled; hourly census.


23. Faxes paperwork within the medical center and to other facilities as appropriate.


24. Notifies department leader of Reddinet alerts.


25. Orders charts and other patient information as directed.


26. Processes time sensitive paperwork, i.e., report forms, within designated timeframes.


27. Documents and communicates clear and concise information to assist with patient admit process:


28. Utilize functions on HealthConnect system.


29. Communicates to primary nurse/department leader bed availability in a timely manner


30. Updates HealthConnect ADT, as needed


31. Reviews all ED paperwork for completeness and enters required information.  Seeks assistance from department leader when needed.


32. Tears down and distributes completed emergency department paperwork to appropriate destinations.


33. Accurately and legibly records pertinent information on Emergency Department paperwork as indicated.


34. Records and updates accurate patient data into information management systems after patient interactions, i.e., patient demographics and HIPAA.


35. Book appointments accurately utilizing computerized systems and written department guidelines.  Routes requisitions and charts appropriately.


36. Mails required reports/patient letters to appropriate destinations, i.e., EMS reports, police reports, certified letters, Kaiser Cards. 


37. Accurately sorts and files ED records according to guidelines.


38. Photocopies ED records as necessary, assuring a legible copy.


39. Completes necessary HIPAA documentation per policy.


40. Maintains an adequate supply inventory of all clerical forms and supplies.


41. Returns incomplete ED paperwork to appropriate staff member for completion.


42. Performs other clerical duties upon request or as assigned.
     

 

STANDARD II:  TEAMWORK/INTERPERSONAL INTERACTIONS:

 

The highest level of customer service will be delivered at all times.  The Emergency Department Services Clerk promotes a positive work environment, fostering teamwork and open and courteous communication among all colleagues.

 

1. Demonstrates sensitive and caring attitude toward patients and families and respects their rights.


2. Consistently communicates in a courteous and respectful manner. Maintains open, courteous, professional, and respectful communication.


3. Acknowledge patients and address by their full name.


4. Responds promptly to patients’ requests for assistance even when unable to immediately meet needs.


5. Demonstrates courteous telephone skills


6. Identifies self and department


7. Courteously identifies caller’s needs


8. Effectively determines how the needs can be met


9. Demonstrates a helpful, informative, and non-judgmental attitude towards callers.


10. Pages appropriately, utilizing courteous and confidential messages.


11. Alert appropriate personnel if patient requires immediate attention.


12. Notifies nursing staff regarding ringing monitor alarms.


13. Collaborates with all other members of the team to effectively assess, plan, and distribute work to assure the accurate and timely completion of work.


14. Completes/follows up on outstanding tasks identified from previous shifts to ensure continuity of care.


15. Participates in constructive problem solving.


16. As required, assists in orientation of new employees in a professional manner; giving accurate information at all times; utilizing facility and department policies.
     

 

 

STANDARD III:  QUALITY IMPROVEMENT/WORK STANDARDS

 

The Emergency Department Services Clerk commits to high standards of performance in the department; striving to constantly improve ED processes and delivery of quality health care to patients.

 

1. Follows appropriate chain of command when seeking solutions to patient care problems.


2. Seeks guidance/validation when necessary to clarify scope of practice.


3. Maintains safe working environment and reports, intervenes appropriately and documents unsafe conditions &/or adverse patient conditions.


4. Practice safety precautions in performance of daily activities (i.e., proper body alignment) as evidenced by low association with injury.


5. Demonstrates awareness of unit fire safety procedures as evidenced by ability to locate and describe appropriate actions and use of emergency equipment. 


6. Maintains current knowledge of and adheres to all department and medical center safety guidelines, policies, and procedures, including Infection Control, Hazardous Materials, Emergency Preparedness, life safeties, visitor policy, body mechanics.


7. Maintains strict confidentiality of patient records and discusses patient information with only privileged persons who have a need to know.


8. Actively utilizes policies, procedures, protocols for sound decision making. 


9. Identifies appropriate resource policy manuals/able to utilize Diablo website.


10. Interactions consistently reflect age-specific knowledge related to care/assistance needed and an awareness of cultural differences. 


11. Communicates patient/family needs to appropriate health care team members.


12. Facilitates communication and smooth functioning of unit during crisis episodes.


13. Identifies “at risk” patient situations and reports concerns to RN (fall precautions, security standards, situations of abuse, impaired adult).


14. Participates in the evaluation of provided service through performance improvement activities and actively participates in resolution of issues.


15. Updates and verifies Emergency Department logs.


16. Utilizes facility and department forms according to guidelines, documenting legibly and utilizing only approved abbreviations.


17. Adheres to legal and regulatory requirements of position in the Emergency Department.


18. Completes work within limits of shift in a timely manner.


19. Performs assigned routine tasks with minimal assistance.


20. Demonstrates effective organizational skills; carries equitable share of unit workload.


21. Manages a number of related activities at one time by prioritizing important issues as the workload changes.


22. Displays communication skills that demonstrate good service.


23. Displays attentiveness to members waiting on phone for information/referral.
     

 

 
STANDARD IV:  PERSONAL ACCOUNTABILITY/ PROFESSIONAL DEVELOPMENT

 

The Emergency Department Services Clerk engages in activities and behaviors that characterize professionalism and a service of excellence utilizing appropriate resources. Emergency Department Services Clerk understands and accepts personal accountability for their actions.

 

 

1. 
   
   
   
   1. Consistently completes unit records (timecards, O/T approval, sign-in sheets, etc.) accurately and in a timely manner.
   
   
   2. Exhibits a reliable attendance pattern.
   
   
   3. Observes all medical center policies, i.e., telephone usage, computer usage, etc.
   
   
   4. Attends staff meetings; reads and signs off communications, minutes, memos, etc. verifying responsibility for the contents.
   
   
   5. Maintains technical proficiency and seeks opportunities to improve and expand current skills and knowledge.
   
   
   6. Complies with Departmental, Medical Center, and Regional Policies & Procedures at all times.
   
   
   7. Portrays professional image; complies with applicable dress code and always displays employee photo identification in compliance with badge policy.
   
   
   8. Attends training sessions relating to new techniques, procedures and/or current issues as required for job functions on an ongoing basis.
   
   
   9. Completes mandatory annual competency review.
   
   
   10. Demonstrates compliance with requirements for position, i.e., annual PPD, Medical Terminology, typing test, computer skill.
   
   
   11. Develops and personally monitors progress towards professional goals in line with unit, facility, and regional goals.
   
   
   12. Actively commits/strives to accomplish attainment of facility and unit goals.
   
   
   13. Accepts feedback in a positive, self-development manner and pursues corrective action.
   
   
   
   

Grade 5 

Qualifications:

Basic Qualifications:

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• High School Diploma /GED.


• Testing: PC Skills Test (able to pass PC skills assessment)


• Testing: Medical Terminology (able to pass standardized test)


• Testing: Typing 30 WPM


• One-year experience within the past two years as a Cashier/Receptionist or Unit Assistant in an outpatient/inpatient care setting where hands-on medical/nursing care is delivered is required.


• Knowledge of medical terminology required.


• Must be proficient in word processing.


• Must have experience in performing detailed, repetitive clerical functions; demonstrating clear, distinct communication skills and legible written communication skills.


• Must successfully complete PARRS II, RegPlus, Lotus Notes and/or other computer training programs within the orientation period