Secretary Wards

Job Description

ON ADMISSION

• To ensure that the patient and attendees are oriented well about the facilities available in the wards and about the institution.
• To raise requisition slips in the computer for various investigations needed for the patient (Radiology, laboratory, Blood bank, Dietary, etc.,)
• To fill up the admission check list form within 24 hours.

BILLING

• To update the doctor visit in the billing card on a daily basis
• To raise the consumables in the system by the end of the duty hours.
• To update the connected and disconnected status for medical equipments in the system then and there without any delay.
• To prepare the Supplementary card & submit it to the billing department once in 3 days.
• To ensure that the billing card is counter signed by the Sister Incharge and Floor Co-ordinator.

DISCHARGE PROCESS

• To orient the patient / attendee about the discharge process.
• To distribute feedback forms and get the filled-up forms from patient / attendees.
• To collect the all the reports as per IP reports.
• After summary completed, to fix the appointment for review.
• To get the billing clearance slip ( Pink colour ) from the patient and handed over all the reports to the patient / attendee and get the signature from them in the Log register and discharge checklist.
• If case of pending reports, pending report authorization form to be given to the patient / attendee.
• To book appointment for the patient for the post discharge review as per the information available in discharge advice and to orient the patient / attendee about the same.
• To intimate the discharge to concerned departments like housekeeping, dietary, admission counter through system.

DISCHARGE SUMMARY

• To coordinate with the duty medical officers / Consultants to get the discharge summary ready at the time of discharge.
• To complete the first draft for planned discharges on the previous day.
• To check that all the details of patient are correct in the draft copy and counter sign in the summary.
• To ensure that the discharge medicine has been verified by the clinical pharmacist before taking fair copy.

OTHERS

• To prepare bed status on the notice board.
• To visit each patient and enquire his or her need before 12-noon every day and to coordinate with the concerned departments accordingly.
• To attend to phone calls.
• To maintain the patient s case sheet neatly with all the necessary materials including investigation reports, Progress sheet, Diet chart, Consent forms and billing card etc.,
• To update the day s work in the secretary s log book.
• To follow up and collect the investigation reports and maintain the same as per the Credit / Cash mode.
• To maintain required charts and stationary items in the modular morning and evening.
• To obtain billing consent before surgery.
• To co-ordinate with Transport department if the patient needs ambulance services for transportation after discharge.
• To devolve the completed medical files with all the necessary materials to Medical Records Department with in the time frame.
• To perform any job / task as and when assigned by the superior.

Intensive Care Unit / Critical Care Unit & Neonatal Intensive Care Unit

• To do registration done for new born baby.
• Birth intimation to be given to MRD.
• To co-ordinate with admission counter and wards for patient transfer.
• To follow the forms like Consent / Critical illness form etc.,
• To update the Against Medical Advice (AMA), Death Register regularly.
• In case of expiry / AMA
  • To help the relatives / attendees
  • To speed up the billing procedure with in 1 hour.
  • To pass the death information to concerned departments through mail.
• In case of MLC death, patient death summary, death certificate photocopies to be handed over to Transport.
• To maintain all records pertaining to ACE.
• To prepare ACE reports without delay.
• To adhere to the safety norms of hospital and follow both patient safety and staff safety rules.
• To perform any job / task as and when assigned by the superior.

Key Competencies

• Communication Skills
• Interpersonal Skills
• Professional knowledge
• Emotional stability & behavioral approach
• Time management
• Typing Skills

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Keyskills :
secretaryshipstenographyadministrationrequisitiontypingmsofficesafetycommunicationskillsespondencetransp