Job Description – Ward Secretary

GEM Hospital & Research Centre Pvt. Ltd.
1. Key roles and responsibilitiesA. Ward administration and coordination

- Manage the day-to-day clerical and administrative activities of the assigned ward.
- Maintain ward registers, patient lists, admission and discharge records, and other approved documentation.
- Update patient census details, including admissions, transfers, discharges, and bed availability, in the hospital information system (HIS) or designated registers.
- Coordinate with the admission counter, billing department, medical records department, and other administrative units.
- Ensure that ward stationery, forms, files, and administrative supplies are available.
- Organize and maintain ward files and records for easy retrieval.
- Assist the Ward In-charge with routine reports, statistics, and administrative summaries.

B. Patient admission, transfer, and discharge coordination

- Assist with administrative formalities for new admissions, as directed by authorized staff.
- Verify the completeness of required administrative documents and direct discrepancies to the appropriate personnel.
- Coordinate patient transfers between wards, departments, and diagnostic areas.
- Assist with discharge-related documentation and coordinate with billing and medical records teams.
- Track pending administrative formalities and communicate delays to the Ward In-charge.
- Ensure that patient movement records are updated promptly and accurately.
- Provide patients and attendants with appropriate administrative information about ward procedures and hospital services.

C. Medical records and documentation

- Maintain patient files and ward documents according to the hospital's record-management policy.
- Ensure that documents are filed in the correct patient record and are readily retrievable.
- Check the administrative completeness of records and inform the responsible nurse or doctor about missing documentation.
- Assist with the collection and routing of investigation reports, consultation requests, and other clinical documents.
- Maintain registers for admissions, discharges, transfers, consultant visits, and other ward activities as applicable.
- Support medical-record audits and document retrieval requests from authorized personnel.
- Ensure that records are not altered, removed, copied, or disclosed without authorization.

Important: The Ward Secretary provides administrative documentation support and must not independently enter clinical findings, make clinical decisions, or sign clinical records on behalf of doctors or nurses.

D. Communication and coordination

- Receive and direct telephone calls, messages, and administrative enquiries.
- Communicate relevant non-clinical information to the appropriate staff members.
- Coordinate consultant visit schedules, meetings, and departmental communications as instructed.
- Inform the Ward In-charge promptly about administrative issues affecting ward functioning.
- Facilitate communication between nursing staff, doctors, patients, attendants, and support departments.
- Maintain professional, polite, and empathetic communication at all times.
- Escalate clinical emergencies or urgent patient-related concerns immediately to the nursing or medical team without attempting independent clinical assessment.

E. Coordination with nursing and medical teams

- Assist nursing staff with the administrative preparation of patient files and ward documentation.
- Keep required forms and registers ready for ward rounds, audits, and handovers.
- Coordinate the movement of files and documents for investigations, consultations, and procedures.
- Help compile ward census and other administrative data requested by the Ward In-charge.
- Follow instructions regarding the routing of prescriptions, reports,



and clinical documents to authorized personnel.
- Support ward handover documentation from an administrative perspective, without replacing clinical handover by nurses.

F. Billing and financial coordination

- Coordinate with the billing department regarding admission details, discharge status, and pending administrative formalities.
- Help communicate approved billing-related information to patients and attendants.
- Direct billing disputes, financial queries, and requests for concessions to the authorized billing or administrative team.
- Verify that relevant administrative documents required for billing are available.
- Avoid collecting money or processing refunds unless specifically authorized under a separate approved responsibility.

G. Patient rights, privacy, and confidentiality

- Maintain strict confidentiality of patient identity, diagnosis, treatment details, and personal information.
- Access patient records only when required for authorized duties.
- Prevent unauthorized access to ward records, computer systems, and patient information.
- Follow patient identification and information-disclosure procedures.
- Treat patients and attendants respectfully, without discrimination.
- Support patient grievance communication by directing concerns to the appropriate staff member.
- Comply with hospital policies on patient rights, consent documentation, privacy, and information security.

H. Quality, safety, and infection prevention

- Maintain a clean, organized, and professional ward administrative station.
- Follow hand hygiene and infection prevention requirements applicable to the role.
- Ensure that records, stationery, and administrative materials do not obstruct clinical work or emergency access.
- Report equipment problems, documentation errors, safety hazards, and administrative incidents to the Ward In-charge.
- Participate in internal audits, quality assessments, and corrective actions as assigned.
- Support compliance with applicable NABH standards and hospital policies.

I. Other responsibilities

- Assist in preparing monthly ward statistics and administrative reports.
- Maintain duty-related registers and records as assigned.
- Attend departmental meetings and mandatory training sessions.
- Perform other relevant administrative duties assigned by the authorized supervisor.
- Support continuity of administrative services during shift changes and staff leave.

2. Educational qualifications and experience

Requirement

Details

Minimum qualification

Any degree or relevant diploma; preferably hospital administration, healthcare administration, or office administration

Preferred experience

1–3 years in hospital administration, ward coordination, medical records, or a similar role

Computer skills

MS Word, Excel, email, data entry, and hospital information systems

Language skills

Tamil and English communication; additional languages desirable

Administrative skills

Filing, record maintenance, telephone handling, report preparation, and coordination

Personal attributes

Accuracy, confidentiality, patience, discipline, teamwork, and service orientation

Freshers may be considered if they demonstrate suitable communication, computer, and administrative skills and complete the required induction and competency assessment.

3. Key Result Areas (KRAs) and Key Performance Indicators (KPIs)





The following targets are suggested for management approval and should be adjusted to the hospital's operational requirements.

KRA

Performance indicator

Suggested target

Ward documentation

Completeness and accuracy of assigned administrative records

≥ 98% in sampled audits

Patient census

Timely updating of admissions, transfers, and discharges

100% of assigned updates within defined timelines

File management

Accurate filing and retrieval of patient records

≥ 98% accuracy

Admission and discharge coordination

Administrative formalities completed within approved timelines

≥ 95% compliance

Communication

Messages routed to the appropriate personnel promptly

≥ 95% compliance with service standards

Report preparation

Submission of assigned ward reports on time

100% within deadlines

Confidentiality

Compliance with patient privacy and information security policies

100% compliance; all incidents escalated

Audit readiness

Availability of assigned records during audits

≥ 98% availability

Patient service

Administrative complaints addressed or escalated within the prescribed timeline

≥ 95% compliance

Training

Completion of mandatory induction and departmental training

100% completion

Performance should be reviewed using documented audit results, HIS reports, supervisor observations, and approved appraisal criteria.

4. Authority and limitations

The Ward Secretary is authorized to:

- Maintain and update approved administrative registers and patient census records.
- Coordinate patient files, routine communications, and administrative formalities.
- Request missing administrative documentation from the responsible personnel.
- Escalate discrepancies, delays, complaints, and safety concerns to the appropriate supervisor.

The Ward Secretary is not authorized to:

- Diagnose patients, prescribe medicines, or provide independent clinical advice.
- Record clinical observations or make clinical entries on behalf of nurses or doctors.
- Administer medication or perform nursing procedures unless separately qualified, authorized, and assigned in accordance with applicable requirements.
- Modify clinical orders, test results, prescriptions, or medical records.
- Disclose patient information to unauthorized persons.
- Approve financial concessions, refunds, or other transactions without formal authorization.

5. Working conditions

- Work in the assigned inpatient ward or ward administrative station.
- Follow rotational shifts, weekends, and public-holiday duties as required by hospital policy.
- Maintain accuracy during busy admission, transfer, and discharge periods.
- Coordinate with multiple clinical and non-clinical departments.
- Handle confidential records and sensitive patient information responsibly.
- Maintain qualified conduct and comply with attendance, uniform, and workplace policies.

7. NABH-oriented HR documentation checklist

Maintain the following records for the Ward Secretary position, as applicable:

- Approved job description with document number, version, and effective date.
- Qualification and employment verification records.
- Induction and orientation checklist.
- HIS, documentation, communication, and confidentiality competency assessment.
- Training records on patient rights, privacy, infection prevention, emergency escalation, and relevant hospital policies.
- Performance appraisal linked to approved KRAs and KPIs.
- Attendance and training-effectiveness records.
- Periodic job-description review and employee acknowledgement.

These documents support HR governance and audit readiness; the hospital should validate them against its applicable NABH standards and current controlled policies.

Pay: ₹15,000.00 - ₹20,000.00 per month

Benefits:

- Provident Fund

Work Location: In person

📌 Ward Secretary (Ramanathapuram)
🏢 Gem Hospital & Research Centre
📍 Ramanathapuram