Ward Clerk at The African Medical Centre of Excellence (AMCE)

Job Objective

• The Ward Clerk will be responsible for providing essential administrative support to the nursing unit, helping to ensure smooth day-to-day operations. The role holder will assist with patient admissions, transfers, and discharges; maintain patient records; answer telephones; and support communication between clinical staff, patients, and families. He/ She will work under the supervision of the Nurse Manager and is expected to understand and follow hospital policies, with a focus on accuracy, professionalism, and patient confidentiality.

Key Accountabilities/Responsibilities

Patient Admission, Transfer, Discharge (ADT) Support

• Assist with the administrative steps for patient admissions, transfers, and discharges under the guidance of nursing staff, ensuring forms are accurately completed.
• Help prepare new patient charts by assembling necessary forms, labels, and identification materials before a patient arrives.
• Notify other departments (such as Food Services or Environmental Services) about new admissions, transfers, or discharges using standard checklists.
• Support the discharge process by ensuring follow-up appointments are scheduled and discharge paperwork is organized.
• Verify patient identification details when preparing wristbands and labels, double-checking for accuracy.

Communication Support

• Answer telephones at the nursing station professionally, take clear messages, and direct calls to the appropriate clinical staff.
• Greet patients and families warmly, providing basic information about unit routines, visiting hours, and how to reach the clinical team.
• Relay messages and information to nursing staff promptly, ensuring nothing is overlooked.
• Assist in arranging translation services for patients and families when needed.
• Maintain a tidy and welcoming nursing station area.

Clerical & Administrative Assistance

• Perform basic clerical tasks, including filing, photocopying, scanning, and organizing documents under supervision.
• Enter physician orders into the electronic health record (EHR) system after verification by nursing staff.
• Monitor and replenish office supplies for the unit, notifying the Nurse Manager when stock is low.
• Assist with preparing and distributing reports, meeting minutes, or other documents as requested.
• Support the orientation of new staff by helping them locate unit resources and materials.

Logistics Coordination

• Coordinate patient transport by notifying Porters when patients are ready to be moved for tests, procedures, or transfers.
• Arrange for the delivery and return of items such as medical records, lab specimens, and pharmacy items, using established tracking procedures.
• Help schedule patient appointments for internal and external referrals under the direction of nursing staff.
• Log equipment maintenance requests with Facilities Management and track loaned equipment to ensure it is returned.
• Communicate meal orders to Food Services, ensuring patient dietary needs are recorded.

Data Entry & Record Keeping

• Enter patient data into the electronic health record accurately, including demographics, insurance details, and admission information.
• Assist in generating basic reports on unit activity, such as bed occupancy or admission volumes, under supervision.
• Support quality improvement efforts by helping collect data for surveys or audits.
• Maintain the unit’s patient census board, ensuring it reflects current patient locations and bed status.
• Follow all hospital policies regarding the confidentiality and security of patient information.

Safety & Compliance

• Keep the nursing station and work areas clean, organized, and free of clutter to promote safety.
• Follow all hospital safety protocols, including fire drills, infection control practices, and proper use of personal protective equipment (PPE) when required.
• Participate in shift handovers and unit meetings to stay informed about daily priorities.
• Protect patient privacy by ensuring discussions are held discreetly and documents are stored securely.
• Complete all mandatory training on time, including courses on safety, confidentiality, and ethics.

Qualifications

Education, Skills and Competencies

• Minimum of O’Level Certificate (WASSCE/NECO/GCE) with credits in English and Mathematics.
• Basic computer skills, including familiarity with Microsoft Office (Word, Excel, Outlook) and ability to learn new software quickly.
• Good verbal and written communication skills in English.
• Strong attention to detail and willingness to follow instructions carefully.
• Ability to multitask and remain organized in a fast-paced environment.
• Friendly and professional demeanor when interacting with patients, families, and staff.
• Willingness to learn medical terminology and hospital workflows.
• Reliable, punctual, and able to work well within a team.