To provide administrative support to the Unit Manager (and the Nursing team) of an allocated unit thereby contributing to the overall success of the unit and meeting both internal and external customer expectations.
Answer and attend to in-bound calls in a professional and friendly manner.
Assist the Unit Manager with the drawing of patient statistics / reports, as and when necessary.
Maintain the patient register (Patient list and white board) to ensure it is up-to-date and accurate by documenting admissions and discharges to the unit – this involves reconciling the white board with the SAP system every 2 to 4 hours.
Ensure the daily availability of patient stickers.
Establish and maintain an accurate filing system of all relevant documentation (patients’ documents, minutes and audit documents, for example).
Print new checklists at the beginning of each month for fridges, emergency blood, emergency trolley and environmental purposes.
Order stationery (bulk) on allocated days and inform Unit Manager when there is a problem with the availability of stationery.
Compile the diet list with assistance of nursing staff and ensure this is signed off by the Unit Manager
Complete maintenance requisitions as required and follow up daily; ensure that the Unit Manager signs off.
Supervise and ensure the linen room/s are neat and tidy.
Maintain the information on the notice board ensuring that it is current and neat.
Perform any reasonable administration task on instruction from the Unit Manager.
Ensure that patients and customers are aware of the patient experience feedback system (MyVoice) and know how to utilize this service.
Review the Occupancy list allocated on the approved system.
Compare number of patients in allocated unit with Occupancy list and make necessary adjustments (e.g. bed movements, transfer of patients to another unit and discharge of patients) on the approved system.
Compare number of charge sheets with number of patients in allocated unit daily.
Collect charge sheets of discharged patients from previous shifts.
Capture all materials (surgical and ethical consumables) from charge sheets / mobile billing
Scan bar-coded materials from all charge sheets or capture stock manually on the approved system (if no scanner is available).
Stamp every charge sheet column beneath the last stock item entry and sign and date each charge sheet.
Record each unavailable stock item on the Over-Billings form, as each charge sheet is reviewed ensuring that unavailable items are marked clearly on the charge sheets (with a red dot for example).
Once the Over-Billing form is complete, ensure escalation to Pharmacy
Capture all services i.e. gases (oxygen) and equipment from all charge sheets on the approved system.
Retain charge sheets where there is unavailable stock.
Compile and complete each checklist (according to the Accounts Checklist at the back of the patient file), ensuring that all required documentation is in the patient file, as per the checklist criteria and once complete sign and date the checklist.
Request the Unit Manager (or Senior-in-Charge) to complete the Charge Checklist on the discharged patient files and to date and sign.
Complete the Ward Discharge Control Register with relevant patient information per completed discharged patient file.
Take completed discharged patient files together with Register to Billings Auditor Department.
Follow up with Pharmacy on unavailable stock to complete discharged patient files and attend to corrections received.
Assist in conducting cycle counts for the ward.
Ensure that all delivered stock is bar-coded.
Ensure submission of credits to Pharmacy and assist the unit manager by processing stock credits before the patient file is billed.
Ensuring adequate stock levels in ward.
Facilitate pharmaceutical stock audit with pharmacy-based stock controllers bi-monthly.
All of the above shall be facilitated by the supervision of the Pharmacy Stock Controller
Ensure suitable arrangements are made in terms of patient transfers.
Ensure that relevant transfer documents are completed and signed.
Provide transfer information to the relevant health professionals and family
Ensure discharges are actioned as soon as the treating Doctor has approved in writing.
Ensure that all patients are discharged on the system and compile files with complete patient details.
Inform the patient’s family of discharge where requested.
