Hospital Unit Secretary

Nights, On Call/Pool position in Miami, FL.

About the Role

Hospital Unit Secretary facilitates department/patient flow and patient care by serving as a frontline ambassador in customer service, performing clerical duties and data entry functions.

Responsibilities

• Prepares & maintains medical record: All pages are labeled. Places all forms, clinical reports & returning diagnostic studies accurately and timely.
• Copies appropriate sections and thins / breaks down charts as needed. Thinned charts are either sent to medical records or transferred with the patient to another area of care as appropriate.
• Flags unsigned forms for signature, date, time. Follows up to ensure completion.
• Performs document scanning into electronic documentation management.
• Maintains and updates bed tracking system to accurately reflect patient status in a timely manner.
• Transfers and discharges patients in computer system. Updates unit census per entity standard.
• Enters patient or unit charges. Ensures computer census accuracy at the beginning, with transfers and end of each shift.
• Computer Physician Order Management responsibilities: Print forms. For consults documents: telephone called, date, time and the name of person spoken to. Ensures accuracy of patient status, i.e. observation, inpatient, telemetry, etc.
• Assists nurse with patient's requests as needed.
• Assists in transport of supplies and specimens.
• May assist in the delivery of meal trays, nourishments and in the completion of the menus if applicable.
• Obtains updated OR schedule daily.
• Maintains cleanliness of unit and nurse station.
• Serves as a frontline ambassador. Greets all visitors to unit. Answers patient call system and telephones. Delivers message to the appropriate person.
• Maintains a working knowledge of printers and other clerical equipment used to perform job. Reports malfunctioning/tags broken equipment.
• Tracks equipment per unit/entity standard.
• Assists with materials management, including ordering supplies, forms, floor stock, etc.
• Orients new employees to the job.
• Assist in collection and storage of patient belongings.
• HUS staff in certain units may verify active diet orders with RN, as needed.
• HUS staff in certain units may assist with discharge and transfer of patients as needed.
• Demonstrates behaviors of service excellence and CARE values (Compassion, Accountability, Respect and Expertise).
• Performs all other related job duties as assigned.
• BH Unit specific criteria: Hospital Unit Secretaries in BH are not required to transport patients, assist with discharge and do not verify diet orders.

Requirements

• High School diploma is required.
• Generally requires 0 to 3 years of related experience.
• American Heart Association Basic Life Support (BLS) and any additional applicable life support certification for Healthcare Providers is required upon hire with at least 6 months validity and maintenance at JHS for the duration of employment. Unit Specific Certification: Hospital Unit Secretaries working in any unit at BH are not required to have a Basic Life Support (BLS) certification.
• Must meet and maintain all unit specific and organizational skills/competencies, certifications/licensures, as required by the nursing area.

Skills

• Ability to analyze, organize and prioritize work accurately while meeting multiple deadlines.
• Ability to communicate effectively in both oral and written form.
• Ability to handle difficult and stressful situations with critical thinking and professional composure.
• Ability to understand and follow instructions.
• Knowledge and skill in use of job appropriate technology and software applications.
• Ability to exercise sound and independent judgment.

Working Conditions

• Job function is sedentary in nature and requires sitting for extended periods of time. Function may require frequent standing or walking.
• Must be able to lift or carry objects weighing up to 20 pounds.
• Jobs in this group are required to have close visual acuity to perform activities such as: extended use of computers, preparing and analyzing data and analytics, and other components of a typical office environment.
• Jobs in this group are required to function in a fast paced environment with occasional high pressure or emergent and stressful situations.
• Frequent interaction with a diverse population including team members, providers, patients, insurance companies and other members of the public.
• Function is subject to inside environmental conditions, with occasional outdoor exposures.
• Possible exposure to various environments such as: communicable diseases, toxic substances, medicinal preparations and other conditions common to a hospital and medical office environment.
• May wear Personal Protective Equipment (PPE) such as gloves or a mask when exposed to hospital environment outside of office.