Unit Secretary (Day Shift w/ rotating weekend)

General Summary of Position

Provides administrative and clerical support on a patient-centered care unit or department. Facilitates communication and contributes to patient care.

Greets the physician and other health care personnel on arrival to the unit and assists in expediting the processes of patient care.

Acts as a receptionist for visitors and others health care personnel and serves as a central contact for telephone calls and distribution point for paperwork, laboratory and test results.

Primary Duties and Responsibilities

Contributes to the achievement of established department goals and objectives and adheres to department policies, procedures, quality standards, and safety standards.

Complies with governmental and accreditation regulations.

• Accurately transcribes orders and notifies appropriate nurse in a timely manner.
• Acknowledges physicians and other healthcare providers' arrival on the unit and assists them as requested. Notifies the RN / LPN of the patient's arrival, the MD arrival and / or other healthcare personnel on the unit.
• Answers and makes telephone calls, responds to intercom, e-mail, identifies emergency messages, directs information to the appropriate personnel, and as directed by RN / SW / MD makes appointments at outside agencies
• Communicates patient information to the registered nurse in a timely manner. Reports actual and potential problems concerning patients, families, staff and other departments to the Registered Nurse.
• Compiles and maintains unit statistics regarding admissions, discharges and transfers per unit policy.
• Expedites the patient admission, transfer and discharge process performing bed control functions following hospital policy, procedures and guidelines.
• Greets and orients patients, family, and significant others to the patient care unit and the patient room as appropriate, following the admission procedure.

Assures readily available hospital / unit based admission packets / booklet. Maintains patient privacy and confidentiality.

Maintains accurate up-to-date inventory of patient forms on the unit and assures forms are readily available for all healthcare providers.

Communicates needs and as appropriate orders unit based supplies.

• Participates in multi-disciplinary quality and service improvement teams, unit based / hospital committees and represents the department and hospital in community outreach efforts.
• Performs clerical duties to maintain the patient's medical record according to medical record policy. Assembles and copies charts and forms, assuring that charts contain necessary forms.

Performs data entry, chart preparation, chart thinning, filing, flagging orders, and photocopying according to policy. Prepares the medical record for patient admission, transfer and discharge.

Assures unit-based order sets, clinical pathways and care guidelines are part of the chart order as appropriate. Demonstrates proficiency with faxing, scanning, use of PC, printer, nurse-call system and telephones.

Assists in care and maintenance of departmental equipment.

• Maintains inventory of necessary supplies as directed. Reports unit equipment that is malfunctioning or defective to appropriate personnel.
• Responds to questions from MD's, other healthcare providers, patient, families, and significant others in a prompt, courteous, positive and knowledgeable manner and refers to appropriate personnel.
• Validates diet with nurse and the catering associate. As directed, attends to comfort needs of patient such as filling pitchers, and obtaining extra pillows or blankets.

Assists with transport of specimens, equipment and supplies, as appropriate. May assists with tray set ups, collection and recording of intake / output.

• Maintains patient privacy and confidentiality as directed by HIPPA regulations.
• May assist with environmental services support such as trash removal and keeping area tidy.

Minimum Qualifications

Education

• High School Diploma or GED required or
• knowledge of medical terminology. required

Experience

• Less than 1 year 6 months unit secretary, registration or medical records preferred or
• Related clerical experience in a health care setting preferred

Licenses and Certifications

Completion of an approved Unit Secretary curriculum or equivalent experience as registration or medical records assistant in a health care setting preferred

Knowledge, Skills, and Abilities

• Basic computer skills.
• Verbal and written communication skills.
• Ability to operate standard office equipment.

This position has a hiring range of $17.5 - $27.23