Occ. Code 2513400





New York State Department of Civil Service


Classification Standard




Treatment Unit Clerks perform a wide range of routine clerical activities in support of staff and patients on a department, unit, or ward of a psychiatric center.  Incumbents maintain patient medical charts and records; track employee attendance and overtime; order and maintain an inventory of unit supplies; maintain records of patient cash accounts; and respond to routine inquiries regarding the functions/programs of the unit or treatment service by visitors, employees, and patients from other areas of the facility.


These positions are classified in the psychiatric centers operated by the Office of Mental Health (OMH) only.  Incumbents in these positions assist in the total care of patients/consumers.  As such, they perform various duties and functions in conjunction with the overall operation of a facility and/or location to which they are assigned.




TREATMENT UNIT CLERK: full performance level: independently perform the full range of activities associated with the class.




Clerks 1 perform a wide variety of routine clerical activities in administrative offices/settings. 


Hospital Patient Services Clerks perform a wide variety of routine clerical duties in outpatient hospital/clinical settings where there is frequent contact with patients and their families (e.g., admissions; emergency room; billing; etc.).  Incumbents interview patients to obtain financial information, medical data, and personal histories; arrange and schedule appointments; explain appointments and hospital procedures to patients; direct patients to the appropriate locations and coordinate with various hospital departments to ensure efficient patient flow; arrange patient transportation for hospital admissions; ensure the safe handling of patient valuables; issue information for birth and death certificates; and accept and process patient payments.


Nursing Station Clerks 1 perform a wide variety of routine clerical duties in inpatient clinical settings where there is frequent contact with patients, families, physicians, and ancillary professionals.  Incumbents of these positions greet visitors and direct them to appropriate locations; answer telephones; perform data entry activities; maintain daily and clinical logs; prepare, update, and maintain patient charts and files; fill out medication tickets and pharmacy requisitions; mail patient letters; and deliver supplies and records to an assigned unit.




Maintain patient records in accordance with OMH, HIPAA, and Joint Commission polices.   Ensure filing is done correctly and on a timely basis.


Enter and maintain patient information into a computerized system using appropriate computer applications and scanners, as required.


Maintain department/unit/ward programming and staff schedules.      


Open and distribute all incoming mail and interoffice correspondence for the assigned area.


Answer telephones and assist callers or direct calls to appropriate department/unit/ward employee.


Order supplies, equipment, and forms as necessary to ensure that adequate supplies are on hand.


Complete work orders for the assigned location.  Obtain necessary signatures, and submit to Work Control. Track work orders for completion, and follow up, as necessary.


May schedule medical appointments for patients.


May maintain time and attendance records for staff.




Open Competitive:  one year of clerical, secretarial, or direct care experience in a mental health facility or setting.


Promotion: three months of permanent competitive, non-competitve, labor class service in a position allocated to Grade 5 or higher and completion of a six-month traineeship. 



Date:  11/09


NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.