Job Description

The Unit Clerk is responsible for preparing and maintaining complete, up-to-date, accurate and concise medical records at all times and provides secretarial and administrative support to the team as required.

KEY ROLE ACCOUNTABILITIES

Communication

• Being polite, compassionate, and understanding to patients and family members at all times. Complies with Sanad customer service standards taught in Corporate Orientation.
• Provides information in a prompt, efficient, and professional manner.
• Performs clerical work for the department and communicates efficiently with all stakeholders through various methods (calls, emails, and direct contact) to collect the details.
• Reminder calls as per division standard operating procedure before appointment/procedure.
• Liaises between different support services to ensure patient needs are met (e.g. the laboratory, pharmacy, translation services etc.)

Patient records and data

• Compiles, processes, and ensures protection of patient records and data whilst complying with policies, procedures, and regulatory standards.
• Ensures the medical, administrative, ethical, legal, and regulatory compliance for patient records.
• Distributes and collects records as and when required.
• Manages the patient record for check-in, admission, patient care, physician orders, check out, and discharge for the respective unit.
• Prepares and maintains comprehensive and updated databases by filing and re-filing case notes and observations and ensuring that the databases are managed as per the division requirements.
• Assists the Supervisor and Manager in the collection of information related to advanced research and reports required by the department.
• Collects and gathers documentations from ancillary departments and nursing units for further processing.
• Prepares charts for document scanning, performs quality checks on scanned images.
• Ensures that all the data filed is updated, accurate and complete, and meets the data quality standards of the facility.
• Collects and records patient feedback and data to support Patient Satisfaction evaluation

Teamwork

• Meets deadlines and follows up on assignments under the supervision of the Supervisor/Manager.
• Assists the Patient Access Associates if required in busy periods and if capacity allows e.g. booking appointments, registration process etc.
• Completes handover to next team member as required to ensure smooth patient care.
• Supports the department as needed for service readiness, including simulation testing.

Other tasks

• Identifies pertinent events affecting patient care, administration, and quality of service within the Unit and reports them to the Manager / Supervisor.
• Provides suggestions on administration, patient records, and other departmental procedures as required.
• Orders stationery.
• Collects excuse notes (and other non-medical information) and entering into Cerner.
• Liaises with patients on generic information, but not giving out medical/clinical results e.g. communicating that medication is ready for pick up, but not a dose change.
• Adheres to Sidra’s standards as they appear in the Code of Conduct and Conflict of Interest policies.
• Adheres to and promotes Sidra’s Values.
• There are also some key elements that the unit clerk will do depending on their location of work:

Ambulatory/Outpatient/day cases unit specific

• Manages daily clinic flow, respond to ad hoc request from clinical team.
• Responds to operational team requests such as collecting data on no-show statistics etc. up top on key performance indicators.
• Registers and checks out patients.
• Receives payments for consumables, deposits or services as part of the patient visit (to be confirmed by your manager).
• Prints patient lists for the day.

Hospital/Inpatient unit specific

• Manages patient records for internal and/or external transfers.
• Books patients follow up appointment prior to leaving the unit.
• Prints patient lists for medical rounds/ patient activity.
• Adheres to Sidra’s standards as they appear in the Code of Conduct and Conflict of Interest policies.
• Adheres to and promotes Sidra’s Values

In view of the evolving needs and opportunities within Sidra, this position may be required to perform other duties as assigned and reporting relationships may vary.

QUALIFICATIONS, EXPERIENCE AND SKILLS – SELECTION CRITERIA

ESSENTIALPREFERREDEducation

Diploma or Vocational Education in a related field OR

High School Education Certification

Experience

2+ years of relevant experience

Experience in hospital Informational Technology including Electronic Medical Record SystemsJob Specific Skills and Abilities

Excellent organizational and time management skills.

Demonstrated ability to multi-task and work independently.

Demonstrated ability to work in a fast-paced environment.

Demonstrated ability to work in teams for projects and within the unit and cross-functionally.

Demonstrated ability to work in a multi-cultural environment.

Proficiency with Microsoft Office suite

Fluency in written and spoken English

Familiarity with Medical Terminology

Fluency in written and spoken Arabic

Sidra Medicine a healthy population is essential to a strong, prosperous society, and throughout 2020, Sidra continued to provide uninterrupted comprehensive specialist healthcare services for children and young people; and exceptional maternity, gynecology, and reproductive medical services for women, previously unavailable in Qatar and the region.” – H.H Sheikha Moza bint Nasser, Chairperson of Qatar Foundation
Sidra Medicine represents the vision of Her Highness Sheikha Moza bint Nasser who serves as its Chairperson. This high-tech facility is home to world-class patient care, scientific expertise, and educational resources.