Unit Clerk

Job Description

Health Advocates Network is currently seeking a Unit Clerk to work at a facility in Jamaica, NY. These are registry positions with our company.

Pay Rate: $17 / hour
*W2

Shift details:

• Monday- Friday 7:30am - 4:00pm
• Monday- Friday 8:30 AM - 5:00 PM
• Monday- Friday 8:00 AM - 4:00 PM

Duties and Responsibilities

Nursing Station Clerks

Performs a wide variety of routine clerical duties in inpatient clinical settings where there is frequent contact with patients, families, physicians, and ancillary professionals.

Incumbents of these positions greet visitors and direct them to appropriate locations; answer telephones; perform data entry activities; maintain daily and clinical logs; prepare, update, and maintain patient charts and files; fill out medication tickets and pharmacy requisitions; mail patient letters; and deliver supplies and records to an assigned unit.

Administrative & Clerical Support
• Provide clerical and administrative support to the nursing unit to ensure smooth daily operations
• Answer and appropriately route phone calls, take accurate messages, and communicate information promptly to nursing staff
• Maintain unit communication logs and relay messages to nurses, CNAs, physicians, and interdisciplinary team members
• Check par levels of supplies, order and receive clerical supplies and equipment, and stock supplies into computerized stocking system and supply closets.
• Occasionally perform data entry to include meeting notes, assignment sheets, forms, and brief reports.

Medical Records & Documentation
• Maintain and organize resident charts in compliance with facility policy and CMS documentation standards
• Prepare routine reports or assist in the preparation of reports by gathering data, tabulating results, and preparing simple charts.
• Ensure physician orders, progress notes, lab reports, and consultation notes are accurately filed and accessible in the resident record
• Assist with scanning, uploading, and indexing documents into the Electronic Medical Record (EMR)
• Prepare routine reports or assist in the preparation of reports by gathering data, tabulating results, and preparing simple charts.
• Safeguard resident health information in compliance with HIPAA regulations

Admissions, Discharges & Transfers
• Assist nursing staff with admission paperwork and preparation of charts for new residents
• Ensure required forms are present, signed, and completed for admissions, transfers, and discharges
• Prepare room and chart materials prior to resident arrival

Communication & Coordination
• Communicate effectively with nursing staff, therapy, dietary, social services, and other departments
• Notify appropriate departments of new admissions, room changes, and discharges
• Assist with coordinating appointments, diagnostic tests, and transportation requests as directed
• Greet patients and check them into the computer system.
• Take pictures of residents into the EMR
• Prepare face sheet and ID band for residents
• Monitor the information on Elopement bander to ensure accuracy and UpToDate
• Verify patient demographic and financial information to ensure that a billable account is established; edit and correct registration errors.
• Generate paperwork; and review pertinent information with resident
• Notify nursing personnel or provider of patient arrival.
• Orient patient and/or family to unit by providing general information regarding the room, unit, and hospital; and serve as a contact person to patients and families.
• Pull and file patient charts; and maintain records.
• Obtain patient information for demographics, referrals, insurance, and authorization information.
• Schedule appointments per specialty practices and obtain previous medical records as needed on behalf of patients or at staff request.

Supply & Equipment Management
• Monitor and maintain adequate unit supplies (forms, PPE, office supplies)
• Place supply requests and notify nursing leadership of shortages
• Ensure equipment request logs are maintained and communicated appropriately

Incident & Quality Support
• Assist nursing leadership with tracking, scanning, and organizing incident/accident reports
• Ensure incident documentation is properly dated, labeled, and available for Quality Assurance and survey review
• Maintain confidentiality of sensitive incidents and investigation-related documentation

Staffing & Scheduling Support
• Assist with updating staffing sheets, call-out logs, and assignment boards as directed
• Communicate staffing changes to appropriate personnel
• Support coordination of interviews, meetings, and education sessions

Survey & Regulatory Readiness
• Maintain unit readiness by ensuring charts, logs, and required documentation are complete and organized
• Assist nursing leadership during surveys by retrieving requested records promptly
• Follow CMS, DOH, and facility policies related to documentation, resident rights, and confidentiality

Professional Conduct
• Demonstrate professionalism, confidentiality, and respect when interacting with residents, families, staff, and visitors
• Follow chain of command and report concerns to nursing leadership promptly

Benefits:
-Medical
-Dental
-Vision
-Term Life
-Short-Term Disability Coverage
-401K

If interested, please apply through this job post. You may fax a copy of your most recent resume to 877-858-623. If you have any questions, please feel free to call at (800) 928-5561 and ask to speak with Jonathan (Monday-Friday 8:30 AM-5:00 PM PST).

Job Requirements

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