Unit Secretary

About the Role

Under the supervision of the Nurse in Charge of the unit, acts in a pivotal position at the nursing unit desk. Facilitates timely and accurate order entry, maintains the medical record, serves as a central communication and reception hub, maintains order and cleanliness of central station, coordinates various non-clinical unit activities, and performs numerous clerical and miscellaneous functions in support of effective and efficient patient care.

Key Responsibilities

• Assures timely and accurate order entry and verification:
• Accurately enters orders into computer and records current time on order sheet.
• Reviews all charts for stat/now orders and immediately notifies nurse of orders.
• Follows correct procedure in relaying orders to Pharmacy and other departments.
• Clarifies all unfamiliar orders with nurse, physician or physician extender.
• Follows through on order verification, flagging charts and 24-hour verification.
• Effectively manages different levels of downtime/recovery.
• Schedules and successfully completes all PRISM update training courses.
• Maintains medical record and assures HIPAA regulations met:
• Maintains user class confidentiality.
• Prints and collates appropriate documents.
• Assures only authorized individuals attain access to patient charts/PHI (Patient Health Information) and maintains confidentiality.
• Assures documents filed correctly and in a timely manner.
• Splits charts when required and maintains split charts according to policy.
• Assures sufficient blank forms and materials are in chart.
• Keeps charts neat, clean, in good repair and labeled appropriately.
• Assures appropriate chart copies made for patient transfer.
• Assures sufficient chart packets assembled.
• Breaks down discharge charts per policy in preparation for pickup by HIM.
• Assures all pages/forms are labeled with correct patient identification.
• Serves as central communication and reception hub for the unit:
• Relays patient and family requests promptly and correctly.
• Relays alarm information promptly and correctly.
• Initiates and coordinates phone calls to ancillary departments, employees, and other members of the healthcare team as requested/required, keeping up with phone and beeper assignments.
• Recognizes and assists physicians and other disciplines in locating charts, staff, lab and radiology reports.
• Serves as main receptionist for patients, families, visitors, and others on the unit.
• Maintains order and cleanliness of the central station and operations of designated equipment:
• Maintains neat and clean work area to include central station.
• Maintains and troubleshoots office and communication equipment (i.e., fax, printer, scanner, etc.).
• Changes/removes printer paper, toner, etc.
• Completes work orders for Facility Management and Clinical Engineering and follows up on status checklist.
• Assures timely throughput patient processes:
• Maintains unit log book accurately and timely.
• Admits, transfers, and discharges patients according to procedure, including entry into various Clinical Information and communication Systems.
• Assures timely communication with Charge Nurse/patient’s nurse and other departments to assure optimal patient throughput.
• Prepares patient armbands and information as requested.
• Ensures bed tracking process is utilized for initiating changes in bed status.
• Manages discharge/transfer charts in a timely manner, assuring no delays in process.
• Facilitates obtaining supplies and materials for patient care, assuring appropriate charges:
• Ensures all supplies are counted, ordered, and charges are captured as appropriate for unit.
• Assists with stocking of supplies as appropriate.
• Orders forms and supplies for unit to assure appropriate stock.
• Facilitates obtaining equipment, supplies, or blood as appropriate.
• Enters charges and other information into various systems as appropriate.
• Demonstrates Commitment to Coworkers and professional growth:
• Facilitates correct placement of all communications received from printer—notifies patient’s nurse of any orders entered by physician.
• Attends 50% of staff and quarterly MR meetings, reading and initialing minutes of all missed meetings.
• Attends relevant in-service education.
• Performs other duties as assigned.
• Demonstrates Commitment to Co-workers for Health Care.
• Complies with unit-specific articulated job expectations.

Requirements & Tech Stack

• Computer programs
• Public contact
• Demonstrated ability to prioritize and organize work in stressful environments.
• Demonstrated ability to deal with customers in a positive manner.
• Ability to operate and problem-solve with equipment.
• High degree of accuracy.
• Good communication skills.
• Ability to utilize tact and diplomacy when dealing with patients, patient’s families, visitors, physicians, and other members of the staff.
• Ability to display courtesy and friendliness at all times.
• Ability to work irregular schedules, holidays, and weekends due to staffing and census fluctuation.
• Discretion required in handling confidential information.
• Ability to recognize the pivotal nature of the position and the potential impact on hospital growth, service excellence, and financial performance.
• Visual acuity to see monitor screen, computer, and hard copy materials.
• Ability to hear and verbally communicate in person and over the phone or radio.
• Functional range of motion of the cervical, thoracic, and lumbar spines, upper and lower extremities with a grip strength of 50-60#.
• Ability to forward reach, overhead reach, bend, squat, kneel and apply proper body mechanics during transfers and transport supplies and/or equipment.
• Ability to lift up to 10#.

Qualifications

• High school diploma or GED equivalency certification required.
• Six to eight weeks structured training required.
• An additional two to three weeks of shift orientation required to become independently functional.

Status: Full time

Hours Per Week: 36

Schedule Details: 9a-9p Various days

Pay Range: $18.85 - $28.30

Licensure, Registration, And/Or Certification Required: None