Department Secretary, 24 hours (12-Hour Day Shift), Weekend and Holiday rotation

About the role

The Department Secretary plays a crucial role in the Med-Surg Cardio Thoracic Unit, supporting patient care and administrative tasks.

Responsibilities

• Care of the Patient and Family/Visitors
• Greets and directs patients, families, visitors and staff in a friendly courteous positive customer service manner.
• Provides informative, non-clinical information when requested by patients, families, staff or visitors.
• Interacts in a courteous professional manner.
• Clerical Duties
• Answers/responds to telephone calls and inquiries in a timely manner.
• Verifies and updates patient information, prints reports, faxes as needed, orders items as needed, schedules appointments, verifies information etc.
• Immediately responds to patient call lights, follows-up on-call light requests to ensure nursing staff has responded.
• Maintains communication data, distributes welcome letters and informational packets, initiates daily RN phone assignment, logs RN daily phone numbers, demonstrates appropriate procedures to triage calls through patient call system.
• Monitors healthcare computer software systems and Bed Board for new discharge orders, prints discharge summaries, places discharge summaries in chart, documents as required.
• Facilitates patient/family/visitor access to available hospital services such as, the cafeteria, chapel, gift shop, parking, cashier, etc.
• Identifies emergency situations and initiates appropriate response actions within the scope of his/her role.
• Participates in orienting patient to their room, call light, telephones and the unit by distributing welcome letters and informational packets.
• Handles and distributes mail, flowers, gifts, etc.
• Performs a variety of office and clerical functions, such as photocopying, sending and receiving fax transmissions, taking actions to respond appropriately.
• Checks the copier daily and replaces paper as needed. Calls for service of copier as needed.
• Coordinates unit’s communications including but not limited to, placing alpha numeric text pages to physicians or appropriate staff, calling family members/next of kin, etc.
• Takes initiative to identify and resolve/respond to questions and/or discrepancies; acts within the scope of his/her role and refers issues to appropriate team members as needed.
• Collaborates with the healthcare team to obtain necessary information for test/procedure scheduling inclusive of necessary pre-test/procedure preparation scheduling, e.g., books necessary, preoperative screening exams/tests in advance of scheduling surgery/procedure; coordinates patient test/procedure schedule to minimize patient travel and time off unit.
• Maintains appropriate manual/computer logs records, and unit databases, e.g., diet list, census sheets, supply log, and patient board to include updated physician coverage, current pager number and RN name at all times, admissions, discharges, etc.
• Maintains and replenishes the Downtime Box with appropriate order sheets, Doctor's Orders, Progress Notes, lab etc. Is proficient in downtime procedures and aware of the location of Downtime Computer and Printer that can be accessed when other computers fail.
• Maintains and troubleshoots basic office equipment including but not limited to, daily reboot of computer, load printer/photocopier with paper, point-of-service monitors, printers, fax machines, addressograph, etc.
• Works Rules, Standards, and Competency Compliance
• Acts in a manner that supports a positive and collaborative work environment and that is congruent with established standards, policies, procedures, and regulations.
• Conforms to hospital universal standards of performance and conduct, including those pertaining to patient rights and BMC Standards of Behavior, so that the best possible customer service and patient care may be provided.
• Works cooperatively and constructively with all staff members and takes appropriate steps to effectively resolve interpersonal conflicts seeking assistance from his/her supervisor when needed.
• Serves as a resource to float staff on your unit.
• Collaborates with charge nurse/supervisor to coordinate break periods with unit activities.
• Remains knowledgeable of and demonstrates reliability in regard to established work rules and policies such as hours of work, attendance, punctuality standards, uniforms, etc.
• Utilizes the hospital’s cultural beliefs as the basis for decision making and to support the hospital’s mission and goals.
• Follows established hospital infection control and safety procedures.

Qualifications

• Requires a high school education or GED.
• Certificates, Licenses, Registrations Required: Must complete competency requirements as offered.
• Experience: One to two years’ previous clerical experience. Healthcare setting preferred.

Skills

• Demonstrated competence to effectively speak, read and write English.
• Proficiency with various computer software systems, including Microsoft Office (Word, Excel, Outlook, etc.) and hospital wide systems such as SEM, IDX, SDK, etc.
• Ability to use and troubleshoot basic office equipment.
• Excellent interpersonal skills and ability to interact appropriately with nursing staff, patients, families/visitors, physicians, and other hospital staff in a fast-paced environment.
• Organizational skills to effectively set priorities and efficiently complete assigned work.
• Ability to effectively apply basic administrative skills, e.g., typing, filing, telephone skills, etc.

Benefits

Not specified.

Pay

$18.42- $27.37

Schedule

Part-Time, 2- 12-Hour Day Shifts (7am to 7:30pm), May require some Holidays if they fall n the shift