Unit Clerk

In Canada, the federal government groups and organizes occupations based on a National Occupational Classification (NOC) system. This alis occupation may not reflect the entire NOC group it is part of. Data for the NOC group can apply across multiple occupations.

The NOC system is updated every 5 years to reflect changes in the labour market. Government forms and labour market data may group and refer to an occupation differently, depending on the system used. Here is how this occupation has been classified over time:

• 2006 NOC: Medical Secretaries (1243) 
• 2006 NOC-S: Medical Secretaries (B213) 
• 2011 NOC: Medical administrative assistants (1243) 
• 2016 NOC: Medical administrative assistants (1243) 

Unit clerks are responsible for maintaining an orderly nursing station and assisting nursing staff by:

• assembling standard forms for patient charts
• routinely checking patient discharge documents for omissions and signatures
• distributing admission and discharge forms and charts to the appropriate departments
• transcribing physicians’ instructions by recording information on requisition forms, consent forms, chart forms and computerized systems
• transcribing medication, laboratory, diagnostic imaging, dietary and treatment orders
• co-ordinating and scheduling patient tests and treatments with internal departments and external centres, arranging for patient transportation and contacting patients to advise them of admission, discharge and appointment dates
• greeting, screening and directing visitors, and distributing flowers, mail and packages
• answering the telephone, relaying messages and transferring calls
• preparing and submitting health care billings for procedures, treatments and services on behalf of physicians
• performing other administrative and clerical functions, such as word processing and formatting, preparing staff time sheets, updating patient census and room lists, filing documents and cards, and requisitioning office and patient care supplies.

Unit clerks generally work day and evening shifts in hospitals and other health care facilities. However, on some wards they may be required to work rotating shifts that include weekends and nights. They may work 4-, 8-, 10- or 12-hour shifts. Hours may change to reflect current health care delivery and staff utilization patterns.

Ongoing exposure to the emotional stress that illness or injury causes patients and their families can cause stress for unit clerks. They work in very busy environments, continually interacting with other people. Unit clerks may be exposed to infection and disease. They must observe proper hygiene and safety precautions.

Unit clerks are routinely required to lift items weighing up to 10 kilograms.

Unit clerks need:

• emotional maturity
• attention to detail and accuracy
• organizational and time management skills
• oral and written communication skills in English, including fluency in medical terminology
• multitasking skills, with the ability to prioritize and adapt to changing schedules
• interpersonal skills, especially the ability to effectively manage difficult behaviours sometimes exhibited by people in distress
• the ability to work efficiently despite frequent interruptions
• the ability to handle stress
• the ability to maintain patient confidentiality
• the ability to work alone and as a team.

They should enjoy working with people, operating computer and related equipment, and compiling information.

Unit clerks work in:

• hospitals
• acute care facilities
• continuing care facilities
• rehabilitation institutions
• physician’s offices
• diagnostic medical imaging offices
• medical clinics
• dental offices.

Full-time job openings for unit clerks are sometimes filled by other hospital employees, such as part-time unit clerks or licensed practical nurses. Therefore, starting employment positions for unit clerks are typically part time or casual.

Applicants for employment are required to undergo a police security clearance and may be asked to complete a medical terminology exam or a keyboarding test.

In large organizations, experienced unit clerks may advance to clerical co-ordinator positions or move into other clerical and administrative support occupations.

Unit clerks are part of the larger 2011 National Occupational Classification 1243: Medical administrative assistants. In Alberta, 88% of people employed in this classification work in the Health Care and Social Assistance [pdf] industry.

The employment outlook [pdf] in this occupation will be influenced by a wide variety of factors including:

• trends and events affecting overall employment (especially in the Health Care and Social Assistance industry)
• location in Alberta
• employment turnover (work opportunities generated by people leaving existing positions)
• occupational growth (work opportunities resulting from the creation of new positions)
• size of the occupation.

In Alberta, the B213: Medical Secretaries occupational group is expected to have an above-average annual growth of 3.9% from 2016 to 2020. In addition to job openings created by employment turnover, 94 new positions are forecasted to be created within this occupational group each year.

Employment turnover is expected to increase as members of the baby boom generation retire over the next few years.

Alberta Union of Provincial Employees (AUPE) website: www.aupe.org

Canadian Union of Public Employee (CUPE) website: cupe.ca

Health Sciences Association of Alberta (HSAA) website: hsaa.ca

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