Ward Clerk/Scheduler

Madison, County of•Sheridan, MT

About The Position

The Ward Clerk/Scheduler provides clerical and administrative support to nursing staff and facility administration, coordinates activities at the nurses’ station, and serves as a liaison among nursing staff, residents, families, facility staff, and leadership. The position maintains complete, accessible, and organized resident medical records; handles receptionist and telephone duties; and coordinates resident appointments, transfers, and discharges. It schedules nursing staff for both Madison County nursing homes, including maintaining coverage across shifts and arranging housing for travel staff when appropriate. The role requires effective communication with residents, families, staff, consultants, visitors, and external staffing agencies. The Ward Clerk/Scheduler must respond to schedule changes and staffing absences, follow long-term-care regulations and facility policies, protect confidential information, and help maintain resident safety during emergencies. The position may be on call to assist with unexpected staffing coverage needs.

Requirements

High school diploma or equivalent.
Certified Nurses Aid credential and CPR.
Previous clerical experience in an institutional health care setting is preferred.
Knowledge of medical terminology and procedures is preferred.
Working knowledge of facility record-keeping policies and procedures and ability to apply them to job tasks.
Interpersonal maturity and communication skills sufficient to interact effectively with professional staff, direct-care staff, physicians, consultants, residents, visitors, and others in person and by telephone.
Ability to prioritize, receive, record, relay, and act on information while maintaining organized clinical and administrative records.
Ability to understand and follow written and verbal directions and communicate effectively in writing and verbally.
Knowledge of facility emergency and disaster procedures and ability to locate the nearest exit and respond to emergency instructions.
Sufficient mobility and strength to move through the building, assure resident safety, and assist or move residents out of danger in an emergency.
Ability to comply with facility workplace-safety policies, including infection control, universal precautions for blood-borne pathogens, PPE use, and hazardous-material handling.
Ability to prioritize tasks and complete duties and projects within allotted time, respond productively to change, and handle additional assignments.
Ability to perform essential job functions with or without reasonable accommodation without posing a specific, current risk of substantial harm to the health and safety of self or others.
Must be able to arrive and begin work on time and report as scheduled on all shifts, weekends, and holidays.
Must be free from illegal drug use and from workplace effects of drug or alcohol use.
Must pass a criminal background check without disqualifying criminal history, including relevant violent crimes or misappropriation of funds.
Individuals found guilty by a court of abusing, neglecting, or mistreating people in a health care-related setting are ineligible for employment in this position.

Nice To Haves

Previous clerical experience in an institutional health care setting.
Knowledge of medical terminology and procedures.

Responsibilities

Answer telephone calls promptly and courteously, take accurate messages, and notify recipients in a timely manner.
Serve as a first point of contact for family members and visitors, respond to inquiries, and direct them to appropriate departments.
Schedule resident appointments within and outside the facility as directed by the Charge Nurse and Social Services.
Provide administrative support to the nursing department, including recording sick calls, tardiness, and absences and adjusting schedules to accommodate staff changes.
Coordinate with the Director of Nursing (DON) to develop CNA and nursing schedules.
Generate, manage, and update master nursing schedules to ensure adequate coverage across facility shifts, accounting for budget constraints, census changes, call-ins, and planned leaves.
Be on call to assist the DON and nursing staff with coverage resulting from call-offs or unexpected absences.
Communicate with travel staffing agencies to obtain staff and required profiles and documentation for regulatory compliance.
Coordinate resident admissions, transfers, and discharges, and complete transfer paperwork and ensure required records accompany residents for transfers, discharges, and outside appointments.
Arrange and manage housing for travel staff when needed.
Process resident information, update medical records, and maintain compliance with state and federal regulations.
Communicate with the Charge Nurse throughout the shift to coordinate resident and staff needs.
Assist residents with telephone use while protecting the privacy of their calls.
Enter new traveling staff into the timekeeping and electronic medical records systems before their contracts begin.
Provide or arrange transportation for residents attending appointments.
Participate in fire and disaster drills and carry out assigned emergency duties to assure resident safety.
Use personal protective equipment when indicated and comply with infection control procedures.
Attend scheduled in-service education programs and stay current on facility policies and procedures.
Perform other duties as assigned and follow applicable local, state, and federal long-term-care regulations.