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Ward Clerks (Medical)

THE JOB


WARD CLERKS perform receptionist and clerical duties in hospital nursing
units.  They set up records for new patients.  They transcribe physicians'
orders from patient records, and copy information such as temperature,
pulse rate and blood pressure onto patients' medical records.  They
prepare requisition forms for laboratory tests, therapy, drugs and supplies
for their unit.  They record patient diagnoses on the appropriate medical
forms.  Ward Clerks arrange for the transfer of patients within the unit or
to other units. They also process patient discharge forms for the business
office and may compile the daily census of patients.  Personal computers or
computerized hospital information systems are used in the performance of
many record-keeping tasks.  


Ward Clerks answer telephones and direct calls to medical staff and patients
or relay messages as appropriate.  They distribute mail, newspapers and
flowers to patients.  They also greet visitors and direct them to patient
rooms.  In some facilities they may also be required to perform minor
medical assisting tasks similar to those of nursing assistants.  They may
also transport patients within or to other units of the hospital.


Ward Clerks may be referred to as Ward Secretaries, Floor Clerks, Unit
Clerks, Unit Assistants or Unit Secretaries.  They are responsible to the
head nurse or charge nurse of the unit.  The head nurse or charge nurse has
final responsibility for patient records.


Hospitals, clinics and nursing facilities in California are using a variety
of methods to keep costs down, and this has had an impact on the work of
some Ward or Unit Clerks.  


Many Ward Clerks are now being cross-trained as Nursing Assistants.  In
these cases, the duties of these two occupations are performed by one person
when the number of patients in a unit is low.  The skill levels and
knowledge needed for these "blended" workers are significantly more than for
traditional Ward Clerks.


WORKING CONDITIONS

Modern hospital and nursing home facilities are well-lighted, heated,
ventilated and maintained.  Knowledge of hospital procedures and codes is
required to respond to emergencies.  Occasionally Ward Clerks may have to
endure disagreeable sights, odors and unpredictable patient behavior.
Although exposure to infection and communicable diseases may be a potential
hazard, safety training can reduce these risks. The work requires strong
physical stamina, the ability to follow orders, communicate effectively and
work well with other members of the unit team and hospital staff.


EMPLOYMENT OUTLOOK

The health services industry is projected to register some employment gains
over the next few years.  Employment opportunities for Ward Clerks should
increase as more people are able to pay for medical services or are covered
by health insurance plans.  Projected increases in the elderly population
should also increase the demand for medical services and the need for
additional Ward Clerks. An increase in the demand for Ward Clerks will
result from the increased amount of record-keeping and paperwork mandated
by state and federal regulations.  However, workers leaving the occupation
permanently for retirement or personal reasons will account for slightly
more job openings than will industry growth.


Employers indicate that job openings for Ward Clerks occur occasionally and
that there is generally little turnover.  The supply of qualified applicants
seems adequate to meet current needs and employment is expected to remain at
the current level.  Some employers report difficulty in finding applicants
with one to two years of hospital or medical/clerical experience.  There is
little difficulty, however, in finding applicants who are trained, but have
no experience.


WAGES, HOURS, AND FRINGE BENEFITS

Wages for this occupation vary with the size of the hospital, geographic
area, and the level of skills required.  A current statewide salary survey
for Ward Clerks does not exist.  However, salary ranges for the larger group
General Office Clerks, which includes Ward Clerks, show beginning wages
anywhere from minimum wage to $12.79 per hour.  Experienced Clerks may earn
from minimum wage to $16.43 per hour, and in a few settings earnings may
reach up to $18.00 per hour.


Full-time Ward Clerks usually work a five-day, forty-hour work week.  They
may be assigned to work weekends and evening shifts.  Fringe benefits may
include vacations, sick leave, group medical and dental insurance,
disability, deferred compensation, and retirement plans.  Some positions are
part-time and require employees to be available to work any shift.
Part-time clerks often do not receive fringe benefits.


ENTRANCE REQUIREMENTS AND TRAINING

Basic skills needed for this job are:

Typing/keyboarding skills and knowledge of the Windows environment
Knowledge of medical terminology
Filing skills
Customer service skills
Basic grammar, spelling and arithmetic
Knowledge of the scheduling, registration, or admission process is helpful


Many employers require previous hospital experience, preferably as a Ward
Clerk.  Some employers require previous experience as a Nursing Assistant or
the ability to provide basic patient care. Some employers will accept
applicants with no previous hospital experience who have taken courses in
medical terminology, and who have experience and interest in working with
the public.  Applicants may be tested for basic medical terminology and
typing skills.


A high school diploma or its equivalent is required by most employers.
High school courses helpful in preparing for this occupation include
English, science, health, typing, computer training,  and office practices.
Many community colleges, Regional Occupational Programs (ROP), adult
education programs, business and vocational schools offer computer training
and classes in medical terminology.


ADVANCEMENT

Promotional opportunities for this position are limited.  In large
hospitals a person with several years of experience plus administrative
skills may advance to the position of hospital admitting clerk, medical
records clerk, or nursing office secretary. Hospital job openings are
usually circulated to all hospital staff.


FINDING THE JOB

Applicants should apply directly to local hospitals, outpatient clinics, and
nursing homes.  Additional information about job openings may be obtained
from local California Employment Development Department Workforce Services Offices,
newspaper classified ads, federal, State, and county personnel offices and
private employment agencies.  Since many employers fill full-time vacancies
for Ward Clerks with existing employees, persons seeking entry into this
field may wish to accept part-time work because it may lead to full-time
employment.


ADDITIONAL SOURCES OF INFORMATION

The American Hospital Association suggests students and career explorers
read current editions of the following books, all found at public and school
libraries:

Allied Health Education Directory (Chicago); Committee on Allied Health
Education and Accreditation 
150 Careers in the Health Care Field,
(New Providence, NJ) U.S. Directory Service
Introduction to Health Professions, (St. Louis) 
C.V. Mosby  Co.

RELATED OCCUPATIONAL GUIDES

Hospital Admitting Managers and Clerks    No. 409
Nurse Aid/Nursing Assistants              No. 442
Medical Transcriptionists                 No. 499

OCCUPATIONAL CODE REFERENCES

DOT (Dictionary of Occupational Titles, 4th Ed., 1991)
Unit Clerk      245.362-014
OES (Occupational Employment Statistics) System
General Office Clerks     553470

Source: State of California, Employment Development Department,
        Labor Market Information Division, Information Services Group,
        (916) 262-2162.