Receptionist / Ward Clerk

Purpose of Your Job Position


The primary purpose of your job position is to perform clerical support in an efficient manner in accordance with established procedures, and as directed by your supervisor.  In addition, you will assist the Nurse Supervisor/Charge Nurse in their day-to-day recording and charting of medical or administrative information in accordance with current federal, state, and local standards, guidelines, and regulations that govern medical records, and as may be required by the Director of Nursing Services.


Delegation of Authority


As Receptionist / Ward Clerk you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.



Job Functions


Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.



Major Duties and Responsibilities


Administrative Functions

  • Receive and follow reception schedule/instructions from your supervisor and as outlined in our established policies and procedures.
  • Operate paging/telephone system as required.
  • Answer telephone; determine nature of call and direct caller to appropriate individual or department.
  • Receive inquiries and release information in accordance with established policies and procedures.
  • Maintain a current file/listing of residents by name and room number, emergency phone members of on-call personnel, department extensions, key personnel, etc.
  • Receive requests from within the facility and locate personnel through paging system.
  • Give directions/information to visitors, guests, residents, sales representatives, etc.
  • Reports suspicious persons/information to supervisor immediately.
  • Ensure guests/visitors abide by existing rules and refuse admission to persons as directed.
  • Assist with administrative duties as directed. (Includes typing, filing, posting accounts, etc.)
  • Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
  • Receive, sort, and distribute mail as directed.
  • Order supplies as directed.
  • Operate copier, office machines, etc., as directed.
  • Offer beverages to visitors waiting for administrative personnel as appropriate.
  • Operate computer as directed.


Administrative Functions (continued)


  • Assist department directors in administrative matters. (i.e., typing reports, correspondence, scheduling, record- keeping, etc.)
  • Monitor presence and location of sale representatives in the facility.
  • Record medical and administrative information in accordance with our established charting and documentation policies and procedures.
  • Transcribe physicians’ orders to care plans, medication cards, treatment plans, etc., as required.
  • Report to the Nurse Supervisor/Charge Nurse discrepancies found in transcribing physicians’ orders, diet orders/changes, charting, etc.
  • Review medication cards for completeness of information, accuracy in the transcription of the physician’s order, legibility, etc., as directed.
  • Chart nurses’ notes in an informative and descriptive manner which reflects the care provided as well as the resident’s response to the care.
  • Record vital signs as directed.
  • Forward new diet orders and/or diet changes to the Dietary Supervisor.
  • Keep nursing service personnel informed of residents’ appointments.
  • Assist in arranging for and making resident appointments for diagnostic and therapeutic services.
  • Fill out and complete accident and incident reports as directed.
  • Admit, transfer, and discharge residents. Assist in arranging for transportation, packing residents’ belongings, escorting them to discharge/transfer area, loading, etc., as necessary.
  • Complete necessary medical and administrative records upon the resident’s admission, transfer, and/or discharge.
  • Deliver mail, flowers, etc., to residents as necessary.
  • Other related duties and responsibilities that may become necessary or appropriate.



Committee Functions


  • Attend various committee meetings of the facility (i.e., Infection Control, Policy Advisory, Pharmaceutical, Quality Assurance & Assessment, etc.) as required.
  • Assist in preparing written and/or oral reports of the nursing service programs and activities to submit to such committee(s) as directed.
  • Provide data to the Quality Assurance & Assessment Committee as requested.
  • Implement recommendations from established committees as instructed.



Personnel Functions


  • Assist in the orientation of newly assigned personnel as directed.
  • Interpret department policies and procedures to personnel, residents, visitors, etc., as directed.
  • Assist the Director of Nursing in developing work assignments, schedules, etc., as required.
  • Develop and maintain a good working rapport with inter-departmental personnel, as well as other departments within the facility.
  • Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the unit and shift.


Nursing Care Functions


  • Inform nursing service personnel of new admissions, their expected time of arrival, room assignment, etc.
  • Greet newly admitted residents upon admission. Escort to room as necessary.
  • Assist in escorting residents to/from activity and social functions.
  • Encourage attending physicians to record and sign progress notes, physicians’ orders, etc., on a timely basis and in accordance with current regulations.
  • Assist in recordkeeping for nurse aide training and staff in-service programs.
  • Report administrative problem areas to the Administrator. Assist in developing and implementing corrective action.


Staff Development


  • Assist as necessary in the orientation of newly assigned personnel to the facility.
  • Attend in-service training programs as scheduled.
  • Attend and participate in annual mandated OSHA and CDC in-service training programs for hazard communication, TB management, and bloodborne pathogen standards.
  • Attend and participate in advance directive in-service training programs for the staff and community.
  • Attend and participate in continuing educational programs designed to keep you abreast of changes in your profession.



Safety and Sanitation


  • Follow established safety regulations in the use of equipment and supplies.
  • Participate in an in-service training program prior to performing tasks that involve potential exposure to blood/body fluids.
  • Assist in maintaining nursing service work areas (i.e., nurses’ stations, medicine preparation rooms, etc.) in a clean and sanitary manner.
  • Participate in all fire safety and disaster preparedness drills in a safe and professional manner.
  • Participate in the implementation, and maintenance of the infection control program for monitoring communicable and/or infectious diseases, including TB, among the residents and personnel.
  • Follow established infection control procedures when isolation precautions become necessary.
  • Follow established procedures in the use and disposal of personal protective equipment.
  • Report hazardous conditions or equipment to the Administrator.
  • Follow established hand-washing techniques.



Equipment and Supply Functions


  • Inform the Administrator of your equipment and supply needs.
  • Follow established preventive maintenance procedures for maintaining your equipment and supplies in a safe and operable manner.



Care Plan and Assessment Functions


  • Assist as necessary in the development of a written assessment of the nursing needs of each resident.
  • Assist as necessary in the development of a written plan of care for each resident.
  • Ensure that all personnel involved in providing care to the resident are aware of the resident’s care plan and that nursing personnel refer to the resident’s care plan prior to administering daily care to the resident.
  • Transcribe data to the care plan as directed.


Resident Rights


  • Maintain the confidentiality of all resident care information
  • Treat all residents fairly, and with kindness, dignity, and respect.
  • Knock before entering the resident’s room.
  • Review complaints and grievances made by the resident and make a written/oral report to the Administrator.

Follow facility’s established procedures.

  • Report all allegations of resident abuse and/or misappropriation of resident property.
  • Honor the resident’s refusal of treatment request. Ensure that such requests are in accordance with the facility’s policies governing advance directives.



Working Conditions


  • Works in office area(s) as well as throughout the nursing service area (i.e., drug rooms, nurses’ stations, resident rooms, etc.).
  • Sits, stands, bends, lifts and moves intermittently during working hours.
  • Is subject to frequent interruptions.
  • Is involved with residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.
  • Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.
  • Communicates with the medical staff, nursing personnel, and other department supervisors.
  • Works beyond normal working hours and on weekends and holidays when necessary.
  • Attends and participates in continuing educational programs.
  • Is subject to falls, burns from equipment, odors, etc., throughout the work day.
  • Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis

B viruses.





Must be, as a minimum, a high school graduate.





None required. On-the-job training provided. However, a basic knowledge of medical terminology and nursing practices is helpful.


Specific Requirements


  • Must be able to read, write, speak, and understand the English language.
  • Must possess the ability to make independent decisions when circumstances warrant such action.
  • Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel, and the general public.
  • Must possess the ability and willingness to work harmoniously with professional and non-professional personnel.
  • Must have patience, tact, a cheerful disposition and enthusiasm, as well as the willingness to handle difficult residents.
  • Must be willing to seek out new methods and principles and be willing to incorporate them into existing nursing practices.
  • Must be able to relate information concerning a resident’s condition.
  • Must not pose a direct threat to the health and safety of other individuals in the workplace.
  • Must maintain the confidentiality of all information that he/she becomes aware of concerning residents, employees, visitors, or any other person having contact with the facility.
  • Must be able to effectively use a 10-key calculator.
  • Must have a working knowledge of micro-computers, input/output data, etc.



Physical and Sensory Requirements

(With or Without the Aid of Mechanical Devices)


  • Must be able to move intermittently throughout the work day.
  • Must be able to speak and write the English language in an understandable manner.
  • Must be able to cope with the mental and emotional stress of the position.
  • Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
  • Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
  • Must be in good general health and demonstrate emotional stability.
  • Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and, at times, hostile people within the facility.
  • Must be able to lift, push, pull, and move a minimum of 50 pounds.
  • Must be able to assist in the evacuation of residents during emergency situations.