3 Est Unit Secretary BWFH

About the Role

Under the supervision of the Nursing Director and as a member of the Unit Based Patient Care Team, the unit secretary performs a wide range of secretarial duties and coordinates unit/floor procedures to ensure professional and efficient operation of the department in providing quality patient care. This role does not require direct patient care.

The unit secretary supports unit operations and coordination of resources, including answering unit phones, collaborating with healthcare team members and other departments, scheduling patient tests and appointments, maintaining medical records, initiating and tracking unit requests, and coordinating discharges, transfers, and admissions to ensure efficient operation and management of resources.

Demonstrates the knowledge and skills necessary to provide indirect patient-family-centered care appropriate to the age of the patients served on the assigned unit. Responsible for receiving visitors and responding to the needs of patients and family members.

Responsibilities

• Provision of a Safe Environment
  • Assists in maintaining a safe environment and intervenes appropriately.
  • Identifies and/or initiates appropriate follow-up for any safety issue.
  • Utilizes judgment in implementing physician orders in a safe and conscientious manner, notifying the charge nurse immediately of any concerns.
• Service
  • Ensures patient and family members’ needs and expectations are met in a timely and caring manner.
  • Maintains the C.A.R.E. standards with a focus on communication, appearance, and respect.
  • Works collaboratively as a member of the Patient Care Team and takes a proactive role in ensuring the smooth and efficient operation of the unit.
• Organizational Ethics
  • Maintains and promotes the mission and values of the organization.
  • Maintains confidentiality of all patient information.
  • Respects and supports a culturally diverse staff and patient population.
  • Utilizes proper procedures to address patient or family concerns by notifying the Nursing Director/supervisor or clinical leader.
• Management of Resources/Supplies and Unit-Based Needs
  • Orders, expedites, and distributes unit, clerical, and patient care supplies as directed by the Nursing Director to ensure efficient operations.
  • Orders supplies through eBUY as described by the Nursing Director.
  • Maintains work area and office equipment in neat and functioning order.
  • Initiates and tracks Facilities, BioMed, Housekeeping, and IT-related problems, replacements, or work orders.
  • Notifies the Biomed department of malfunctioning equipment and arranges for repairs.
  • Assists the Nursing Director in managing and facilitating unit projects.
  • Acts as a liaison and assists in problem-solving with ancillary services and other departments.
  • Provides back-up coverage for patient transport, including escorting discharge patients/families.
• Management of Information
  • Answers, coordinates, and manages all phone calls to the unit in consultation with the charge nurse.
  • Takes accurate messages and ensures their delivery to the appropriate staff in a timely manner.
  • Places pages and phone calls upon request of clinical staff.
  • Participates in shift-to-shift handoff communication by giving or receiving reports to/from the incoming/outgoing unit secretary and charge RN.
  • Coordinates and notifies appropriate staff regarding all paperwork coming onto the unit, including fax referrals.
  • Maintains all patient medical records per hospital policies and procedures; properly labels and files testing results and other information accurately and timely.
  • Schedules patient diagnostic tests, appointments, and consults upon the direction of a physician or RN.
  • Coordinates logistics of patient discharge, including transportation and equipment.
  • Performs clerical duties to admit, transfer, and discharge patients using the bed management system.
  • Ensures patient records, information plates, labels, personal belongings, and other pertinent information accompany the patient on transfers.
  • Enters, updates, or prints data reports, including:
    • Bed management system to reflect current unit activity.
    • Diet order sheets for pick-up by food and nutrition services.
    • Advance Care Directives and Patient Code Status in the chart each shift.
    • Medication Reconciliation and Restraint reports for physicians or RNs as reminders.
    • Quadramed assignment sheet for the charge nurse prior to the beginning of each shift.
    • Recovery charges and/or billing information as indicated.
  • Checks the Quadramed list by 11:30 AM and notifies the charge nurse of any unclassified in-patients.
  • Copies patient charts and other materials as requested.
  • Utilizes the Meditech system to access and update administrative data screens, enter transport requests, PASSPORT orders, print specimen labels, kardexes, and medication administration reports.
  • Requests and maintains old medical records as needed.
  • Anticipates discharges and transfers, communicates them to admitting/nursing supervisor, and inputs tentative discharges in the bed management system.
  • Updates the charge nurse/clinical leader, admitting, and nursing supervisor of admissions, discharges, and transfers on 7 AM–3 PM and 3 PM–11 PM shifts.
  • Communicates with healthcare team members via VOCERA communication device.
• Collaborative Interdisciplinary Care
  • Interacts with all members of the healthcare team to provide interdisciplinary patient-family-centered care.
  • Answers patient call lights and communicates patient requests to appropriate clinical staff.
  • Provides clerical support to unit staff as needed.
  • Floats to other pods or units as requested by Nursing office and functions appropriately.
• Patient/Family Education
  • Receives and orients visitors to the unit/department in a professional manner, projecting a positive public image using the C.A.R.E. standards.
  • Provides patients and families with basic information for unit operation.
• Competency
  • Maintains compliance with hospital and unit secretary-specific competencies.
  • Identifies and actively seeks unit and/or service-related continuing education classes.
  • Orients or precepts new personnel as assigned and acts as a resource for other professionals, patients, and significant others.
  • Responds to staffing needs by cross-training and floating to other units.
  • Attends staff meetings and/or reads staff meeting minutes to stay current with unit and organizational updates.
  • Attends the annual Safety Fair.
• Quality Improvement
  • Understands unit-specific quality indicators.
  • Participates in Quality Improvement Projects and Committees as directed by the Nursing Director.
  • Participates in Service, Excellence, and Quality (SEAQ) programs (e.g., Falls Team, Patient Safety Committee, Pain Management Team).
• Patient Care
  • Responds to patient and family care by answering patient call lights and telephone in a timely manner.
  • Coordinates patient communication through a variety of general reception and clerical duties.

Qualifications

• Education: High School Diploma or equivalent required; Associate's Degree preferred.
• Experience: 1–2 years in a medical or customer service setting preferred.
• Knowledge/Skills:
  • Knowledge of medical terminology preferred.
  • Computer knowledge of Microsoft Office strongly preferred.
  • Excellent interpersonal skills to interact effectively with patients, visitors, and hospital personnel.
  • Ability to work as a team member, promoting a caring and collegial attitude.
  • Ability to work under stressful conditions, adapt to changing pace, frequent interruptions, emergencies, and acutely ill patients.
  • Ability to work independently with well-developed organizational skills to prioritize tasks.
  • Demonstrated verbal and written communication skills.
  • Flexibility and willingness to adapt to a diverse role as a member of the unit-based patient care team.
  • Demonstrates knowledge and skills necessary to provide indirect care appropriate to the age of patients served (adolescent to geriatric).
  • Ability to sit and/or stand for extended periods.
  • Ability to assist with lifting and carrying up to 20 lbs.
  • Ability to assist with the transportation of patients on and off the pod.
  • Demonstrated customer service skills.

Physical Requirements

• Standing: Occasionally (3-33%)
• Walking: Occasionally (3-33%)
• Sitting: Constantly (67-100%)
• Lifting: Occasionally (3-33%) – 20 lbs to 35 lbs
• Carrying: Occasionally (3-33%) – 20 lbs to 35 lbs
• Pushing: Rarely (Less than 2%)
• Pulling: Rarely (Less than 2%)
• Climbing: Rarely (Less than 2%)
• Balancing: Occasionally (3-33%)
• Stooping: Occasionally (3-33%)
• Kneeling: Rarely (Less than 2%)
• Crouching: Rarely (Less than 2%)
• Crawling: Rarely (Less than 2%)
• Reaching: Occasionally (3-33%)
• Gross Manipulation (Handling): Constantly (67-100%)
• Fine Manipulation (Fingering): Frequently (34-66%)
• Feeling: Constantly (67-100%)
• Foot Use: Rarely (Less than 2%)
• Vision – Far