Unit Secretary

Summary:

Under the general supervision of the Nurse Manager performs a variety of clerical and administrative support duties. Coordinates and documents flow of patient activity and information from admission into the unit through discharge or transfer from the unit.

Responsibilities:

• Communicates clearly, concisely, and expeditiously with unit, other hospital staff, physicians, patients, and visitors. Greets patients and visitors in a professional, courteous, and helpful manner. Recognizes consumer dissatisfaction and intervenes to correct or refer to the appropriate person. Identifies and reports unauthorized personnel.

• Answers the telephone in a timely and courteous manner. Receives, records, and communicates messages accurately. Transfers telephone calls and pages staff accurately. Answers patients' call buttons and pages appropriate staff person to respond; does follow-up pages on unanswered pages.

• Enters and edits all patient information into the computer including height and weight, isolation status, patient type, patient activity, and charge entries. Practices in accordance with all Physician Order Management policies and procedures. Follows all clinical informatics downtime procedures for entering data into patients' electronic profile. Obtains missing patient data from other units or outside facilities as needed.

• Maintains the integrity of the medical record. Completes Medical Record Review Checklist daily and upon checklist. Orders and maintains appropriate forms, dietary supplies, educational materials, and office supplies for the unit. Maintains order and cleanliness at desk area. Follows up on the status of purchase requisitions. Anticipates storeroom supply needs before evening and night shift. Ensures dietary orders are current every AM between 3a and 4a.

• Provides management of automatically prepared reports including but not limited to GENESIS, Glumeter, and rounds reports.

• Works with nursing staff and case managers to enter discharge disposition and destinations into the computer, faxes necessary paperwork to external agencies, and prepares all necessary paperwork for patients discharged to rehabilitation centers or nursing homes.

• Assists the nurse manager in monitoring maintenance of staff educational records and compliance with mandatory tests/training/certifications and annual health screenings such as PPD and fit testing.

• Completes weekly staff projections for the nursing unit. Completes unit secretary schedule ensuring even distribution of secretarial resources as assigned.

• Participates in unit staff meetings and records minutes. Assists in maintaining posted communications on the unit and with memorandums to staff. Updates policy manuals as required.

• Provides support for the unit in achievement of hospital and unit quality indicators. Assists with distribution and collection of quality audits and complies with unit processes for indicator data collection. Conducts Environment of Care Rounds monthly, reports findings, and follows through with work orders, phone calls, and faxes to appropriate departments for resolution of issues. Resolves those issues that can be taken care of at a unit level.

• Appropriately enters patient charges to generate appropriate revenue for the unit. Reviews and reconciles these charges daily and reports variances to the manager.

• General filing, copying, faxing, and other clerical and administrative support duties as requested.

Other Information:

• BASIC KNOWLEDGE: Equivalent to a high school diploma. Computer skill level proficient to enter and maintain patient data and print required reports. Knowledge of medical terminology preferred. Ability to organize, prioritize, and perform multiple tasks expeditiously. Speaks, reads, and writes English clearly.

• EXPERIENCE: Six months clerical experience in a healthcare environment strongly preferred.

• WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS: Sits, stands, and walks intermittently throughout the day. Exposed to patient care environment. May be required to lift up to 20 pounds.

• SUPERVISORY RESPONSIBILITY: None.