The work involves performing routine clerical functions relating to patient care and the efficient operation of a hospital unit. Under immediate supervision of a Charge Nurse, an employee in this class is responsible for maintaining complete, accurate, and confidential patient medical charts as legal documents, ordering supplies as directed, and for answering general inquiries from patients, visitors, and telephone callers. A Ward Clerk may assist with the inservice education and quality assurance functions. Supervision of subordinates is not usually exercised in this class. Does related work as required.




Answers all incoming calls to the unit, but does not accept telephone calls of illness or absence from nursing personnel.

Calls social worker, dietary, medical records, supervisor, and switchboard when patient is admitted, transferred or discharged to another unit or room.

Keeps telephone list and personnel cards up to date.

Sees that patients are sent to clinics, x-ray, laboratories, etc. when they are called for or when they are scheduled.

Charts the patient's temperature, pulse, respiration, weight and blood pressure on their medical record and attaches additional records and reports to charts.

Files charts in proper order and keeps track of where charts are at all times. Checks for neatness, torn pages, and correct order.

Files dictated progress notes, diagnostic testing reports, consults, monthly DCR’s and MAR’s into each resident's record in accordance with established chart order.

Purges records in accordance with policies and procedures.

Prepares requisitions for repairs, weekly unit supplies such as forms, office supplies, hoyer slings, etc., diet changes, routine laboratory work, consultations, patient's newspapers, and patient's money. Notifies Patient Food Service of diet changes.

Checks and obtains Charge Nurse's signature an all requisitions as necessary.

Transfers doctor's orders and patient care records.

Keeps a log of patients who are off the floor.

Reviews daily staff changes, and copies appropriate changes on unit time sheets.

Performs clerical functions necessary in admitting a new patient such as making out headings on patients' charts, giving patient an identification bracelet, etc.

Completes charts of discharged patients, and deaths, and arranges them in proper order before sending to Medical Records.

Directs and/or accompanies visitors and clergy to patients and informs visitors of hospital regulations

Reports to Charge Nurse any situation that is a hazard to patient safety such as side rails left down, spills on floor, broken furniture, etc.

Knows the Roll Call procedures and responds appropriately.

Distributes mail, flowers, and packages to patients.

Directs the delivery and storage of supplies and equipment.

Files new printed material in the Procedure and Policy manual.

Keeps record of all memos and minutes to be initialed and read by all personnel.

Posts current schedules and notices on the bulletin board.

Keeps appearance of office and surrounding area neat and in order.

May use a data entry terminal or personal computer (PC) for filing or obtaining information such as posting monthly ADL calendars, team assignments, and DCR’s.



When Assigned to the Inservice Education/Quality Assurance Departments

Maintains records related to Nurse Aide training and licensed personnel orientation.

Maintains inservice calendars and records for inservices, tracking attendance and making contacts for outside speakers.

Responds to telephone inquiries relating to employment, setting up interviews, checking references and tracking paperwork for prospective employees.

Conducts various patient audits for the Quality Assurance department.




Working knowledge of general office terminology, medical terminology, procedures, equipment and clerical techniques. ­

Working knowledge of business English, spelling and math.

Ability to learn assigned tasks readily and to adhere to prescribed departmental routines.

Ability to establish effective working relationships with co‑workers, superiors and the public.

Ability to work effectively with chronically ill patients.

Ability to understand and follow hospital policies and procedures.

Ability to use common office equipment including equipment having alphanumeric keyboards, photocopiers, and CRT’s.

Physical condition commensurate with the demands of the position.





One (1) year of permanent competitive class status in the title of Clerk I or Typist I.

Open Competitive:

One (1) year of full time clerical experience, or its part‑time equivalent.


10/99 Revised