Ward Secretary In Patient Services

Job Description

• They act as a liaison officer between a patient and other personnel for the smooth functioning of the ward.

Scope of the department

• To manage the admission to discharge process ( from Inception to completion)
• To co-ordinate with the medical, nursing team and managerial service in carrying out the needs of all in-patients.
• To manage the entire discharge / Death/ DAMA/ LAMA process.

Activities on patients Admission.

• Ward secretary to update of boards specifying patient detail for each unit
• Fix up appointment for different investigations as instructed by the doctor
• Ward secretary to arrange transport (stretcher or wheel chair) and sending the patient to concerned departments for investigations.
• Ward secretaries coordinate the patient shifting process to other ward after recovery

1. Inform the patient attendant about the patient shifting to other wards
2. Orient the patient attendant about the bad category and guide them to admission counter for consent.
3. To book the bed as per the desire category.
4. To shift the patient on availability of bed

Activities During patient s stay. Ward Secretaries are responsible for

• Collecting and compilation of reports.
• Visiting patients / attendant and co-ordinate with other department in attending to the patient s need. Ward secretary is the first to receive any complaints and escalate to the next higher authority if UN resolved.
• Ensuring that a neat and tidy ambience is maintained.
• Carrying out doctor s instruction.
• Maintaining required stock of stationary items.
• Updating the billing cards on daily basis. Ensure the closure of all services.
• Attending phone calls.
• X-Ray films to be sent to the X-Ray department for reporting and to be collected of the same at the end of the day.
• Maintaining the case files of the patient neatly with all necessary case papers, investigation reports and billing cards etc.
• Taking the appointment for any procedures i.e. Radiology, EEG, PFT, Cardiology procedures.
• Updating the secretary logbook with all necessary information ( discharge, admission , patient shifting)
• Completion of Medical record folder after patient discharge.
• Submission of investigation report to Billing for Corporate, CGHS and other insurance patient
• Collecting/dispatching blue folders to medical records.
• Orienting the patient s relatives regarding the double occupancy and its tariff when the patients get shifted to CCU/ICU/HDU.
• Coordinating with admission counter for admission and transfer of patient s when they are in emergency.
• Cancellation of any services which are wrongly raised by sisters in coordination with IT department.
• As per Doctor s advice ward secretaries are coordinating with Nimbus Bed Company for providing the same.
• Printing the labels for all patients as per the requirement.

Activities of the ward secretary at the time of patients discharge

• Co-coordinating with the nurses and pharmacy, sending the updated billing card to the billing department after obtaining indents and returns of medicines.
• Explaining the relatives regarding the discharge guidelines.
• Co-coordinating with junior doctors and senior doctors for preparing the discharge summary.
• Typing the discharge summary and signed by the concerned consultant & initiate the discharge in EHIS.
• Discharge summary to be approved by PAT (Prescription Audit Team) with the file.
• At the time of discharge, pending reports to be collected.
• Coordinating with, HR department, Emergency department and security if the patient needs ambulance for transportation.
• Coordination with the transport to make arrangements for wheel chair/stretcher/luggage trolley if necessary.
• Collecting feedback forms from all discharge patients.
• On physical discharge of the patient, intimation to be given to admission, housekeeping & maintenance.
• Check out to be done in EHIS.
• Room check out to be done on readiness of the room.

Dearth Procedure

• Death declared by the consultant and intimated through EHIS.
• To coordinating with telephone exchange to help relatives/attendants in making phone calls.
• Update and send the billing card at the earliest with return medicine (*by ward pharmacist) to inform billing department about the expiry so that the bills can be prepared without delay.
• Inform the following departments billing, guest relations, security, waiting admission, dietary, housekeeping medical records department.
• Co-ordinate with waiting hall personnel to regulate the attendants and to explain to the relatives about the billing formalities and other if any and guide the relatives till the end.
• Taking the personal information of the patient for the death certificate.
• Get three copies of the death certificates filled by the concerned doctor who attended the patient at the time of death , (death certificate-original to be given to the relative only in case of non MLC, second copy will be sent with the body, and third copy to be sent to medical records).
• Coordinate with the PCAs regarding the packing of Dead body.
• Coordinate with security and make arrangements for transport to take the body.
• Ensure that the bills are settled and hand over the original death certificate to the relative.
• Coordinate with nursing, security and housekeeping to send the body to mortuary/ambulance.
• Check up and make sure that the death form, death certificate, and death summary are properly filled and send the folder to medical records within 24 hours.
• If it is a medico legal case, death certificate not to be handed over to the relative or to the police.

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Keyskills :
front officebilling cardiologycommunication skills guest relationsmedical records digital imaging