Ward Clerk

The Ward Clerk handles the administrative side of inpatient care. When a doctor decides to admit a patient, it is the Ward Clerk who formally processes the admission, assigns the bed, and keeps the ward list up to date. They manage the paperwork and logistics of the inpatient ward without performing clinical tasks.

What they see when they log in

The Ward Clerk sees the inpatient dashboard, currently admitted patients, available beds by ward, and any scheduled admissions that are due. They can see ward round notes written by doctors but cannot create them.

What they can do

Processing admissions When a doctor decides to admit a patient, the Ward Clerk creates the formal admission record. They select the patient, assign a ward and available bed, record the admitting diagnosis from the doctor's instruction, and link any prior scheduled admission to the active record. The bed is immediately marked as occupied and the admission is visible to all clinical staff from that moment.

Scheduled admissions For elective procedures, the Ward Clerk can create scheduled admission records in advance, reserving a bed from a future date. When the patient arrives on the scheduled date, the Ward Clerk converts the scheduled record to an active admission.

Ward and bed management The Ward Clerk can view bed occupancy across all wards and update bed status as needed. If a bed is being cleaned or temporarily taken out of service, they can flag it as unavailable.

Discharge administration The Ward Clerk can create the initial discharge record, recording the date, time, condition at discharge, and destination. Clinical discharge documentation (the discharge summary) is completed by the doctor.

What they cannot access

Ward Clerks handle the administrative side of inpatient care and have no access to clinical documentation. Consultation notes, diagnoses, lab orders and results, prescriptions, and billing records are outside their scope.

How the workflow connects

A doctor sees a patient in OPD and decides they need to be admitted. The doctor writes the admission recommendation in the consultation. The Ward Clerk receives this, finds an available bed in the medical ward, processes the admission, and the patient is listed as admitted. The nursing team immediately sees the patient on their ward list with the bed assignment and admitting diagnosis.