Ward Clerk (Medical Assistant or CNA)

Job Title: Ward Clerk / Unit Secretary

Job Summary:
The Ward Clerk / Unit Secretary plays a vital role in ensuring the efficient and organized operation of the nursing unit within a skilled nursing facility.

This position supports clinical staff by managing administrative duties, coordinating internal and external communication, and maintaining accurate medical records.

The ideal candidate is detail-oriented, professional, and thrives in a fast-paced healthcare environment.

Key Responsibilities:

Administrative Support


* Answer and direct incoming calls; take messages and relay important information to staff.


* Greet and assist visitors, residents' families, and vendors with professionalism and courtesy.


* Accurately maintain and update patient charts and medical records.


* Assist with scheduling appointments, consultations, and resident follow-ups.


* Monitor inventory and order office supplies, medical forms, and related materials as needed.

Communication & Coordination


* Serve as a liaison among nursing staff, physicians, residents, and families.


* Communicate with outside providers such as pharmacies, labs, and medical specialists.


* Help coordinate staff schedules, training sessions, and team meetings.


* Distribute updates and key information throughout the unit in a timely manner.

Documentation & Compliance


* Maintain confidentiality of resident records in accordance with HIPAA regulations and facility policies.


* Process physician orders and ensure appropriate documentation.


* Prepare reports, logs, and other documents required for audits and regulatory compliance.


* Keep patient and administrative records organized and up to date.

Qualifications:


* High school diploma or equivalent required; an associate degree or certification in medical administration is a plus.


* Previous experience in a healthcare setting as a ward clerk, unit secretary, or administrative assistant preferred.


* Strong understanding of medical terminology and experience with electronic medical record (EMR) systems is highly desirable.


* Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.


* Excellent organizational, time management, and multitasking abilities.


* Strong written and verbal communication skills.


* Ability to work well independently and as part of a team.

Physical & Work Environment Requirements:


* Ability to sit and use a computer for extended periods.


* Occasional lifting of supplies and medical records.


* Regular interaction with residents, families, and staff in a healthcare environment.