ICU Unit Secretary (Per Diem)

Per Diem (rotating day/evening/night shifts)

Responsibilities

• Performs a variety of direct service activities to ensure that patients and their families/visitors receive timely information and appropriate responses to their needs.
• Provides informative, non-clinical information when requested by patients, families, staff, or visitors; interacts in a courteous, professional manner.
• Coordinates activities of front desk/office support services; performs clerical duties for the department.
• Answers/responds to telephone calls and inquiries in a timely manner.
• Answers patient call lights promptly and follows up to ensure nursing staff has responded.
• Maintains communication data (e.g., computer, charge/white boards, daily communication sheets, assignment sheets) and updates room name tags and precaution labels.
• Orients patients to their room, call light, telephones, and the unit by distributing welcome letters and informational packets.
• Initiates daily RN phone assignments, logs RN daily phone numbers, and demonstrates appropriate procedures to triage calls through the patient call system.
• Monitors healthcare computer software systems and Bed Board for new discharge orders; prints discharge summaries, places them in charts, schedules clinic appointments prior to discharge, and documents as required.
• Facilitates patient/family/visitor access to hospital services such as the cafeteria, chapel, gift shop, parking, and cashier.
• Identifies emergency situations and initiates appropriate response actions within the scope of the role; is familiar with area disaster plans and unit protocols.
• Coordinates and schedules transportation for patients and related materials (e.g., VA, chair car, patient transport, medical records, specimens, blood products, requisitions) in a timely manner using computer software/terminals.
• Collaborates with other units, services, and departments to ensure patients, families, visitors, and staff receive needed services, information, and materials.
• Takes initiative to identify and resolve discrepancies or questions, acting within the scope of the role.
• Performs office and clerical functions, such as photocopying, sending/receiving fax transmissions, and responding appropriately to requests.
• Coordinates unit communications, including placing alpha-numeric text pages to physicians or staff, calling family members/next of kin, etc.
• May assist in patient admission, discharge, and transfer processes by obtaining and managing insurance pre-approvals, verifying demographic information, completing free-care applications, and creating medical records.
• Medical Record and Order Entry:
  • Maintains accurate, complete, and up-to-date patient care records as defined by hospital policy.
  • Prepares charts and labels on admission with appropriate documentation sheets and places clinical pathways in bedside charts as ordered.
  • Maintains complete and accurate medical records through timely filing of results and treatment documents, periodic chart thinning, and replenishing chart forms.
  • Ensures patient charts contain all necessary documents and labels.
  • Labels precaution charts with appropriate precaution labels and maintains a supply of precaution signs for patient rooms.
  • Transcribes patient care orders accurately and in a timely manner.
  • Collaborates with the healthcare team to obtain necessary information for test/procedure scheduling, including pre-test/procedure preparation and coordinating schedules to minimize patient travel and time off the unit.
  • Communicates with patients, families, primary care providers, consultants, and staff as appropriate.
  • Maintains appropriate manual/computer logs, records, and unit databases (e.g., diet list, census sheets, supply log, patient board) with updated physician coverage, pager numbers, and RN names.
  • Ensures the unit has a current Downtime Materials Box; maintains and replenishes it with appropriate order sheets, Doctor’s Orders, Progress Notes, lab forms, etc.
  • Is proficient in downtime procedures and aware of the location of downtime computers and printers for use when primary systems fail.
• Care of the Environment, Equipment, and Material Supplies:
  • Performs activities to ensure a clean, safe, and stocked unit environment for patients, visitors, and staff.
  • Conducts daily rounds to ensure safety and cleanliness; contacts appropriate departments/staff to address issues.
  • Initiates work/repair orders using computer software/terminals; logs issues with ITS or the help desk.
  • Arranges for delivery of expired/broken equipment/materials to appropriate repair sites; tracks and returns borrowed/rented equipment.
  • Checks inventory, orders, maintains, and restocks office supplies (e.g., paper, forms) according to par levels and budget targets using online ordering systems or paper systems.
  • Organizes work and storage areas; verifies amounts received as ordered.
  • Orders other supplies as requested; competent in ordering supplies online using Staples.
  • Participates in searches for missing patients, belongings, and/or equipment.
  • Maintains and troubleshoots basic office equipment (e.g., daily computer reboot, loading printers/photocopiers with paper, point-of-service monitors, fax machines, addressograph).
• Work Rules, Standards, and Competency Compliance:
  • Acts in a manner that supports a positive and collaborative work environment, congruent with established standards, policies, procedures, and regulations.
  • Conforms to hospital universal standards of performance and conduct, including patient rights and BMC Standards of Behavior.
  • Participates in staff meetings, departmental/unit initiatives, quality improvement projects, and committee meetings as assigned.
  • Complies with established practice standards, policies, procedures, protocols, and regulations (e.g., DPH, Joint Commission, Fire Codes, OSHA).
  • Follows established Conduct and Attendance, Safety, and Infection Control policies/standards; consistently available on the unit.
  • Participates in ongoing educational activities to maintain competency and update requisite skills; maintains accurate annual educational records.
  • Completes annual mandatory educational requirements (e.g., safety regulation and infection control review, departmental and unit-specific competencies).
  • Assists in the orientation of new staff and serves as a resource to float staff on the unit.
  • Adapts to changing patient and unit needs, including offering assistance to team members, floating, adjusting assignments, and running unit/patient errands as needed.
  • Collaborates with the charge nurse/supervisor to coordinate break periods with unit activities.
  • Follows established hospital infection control and safety procedures.
  • Performs other duties as needed.

Requirements

• High school diploma or equivalent required.
• One to two years of previous clerical experience in a healthcare setting preferred.

Skills

• Demonstrated proficiency with various computer software systems, including Microsoft Office (Word, Excel, Outlook).
• 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 apply basic administrative skills (e.g., typing, filing, telephone skills).
• Physical ability to meet core job requirements in accordance with practice setting demands for the patient populations served.
• Ability to effectively speak, read, and write English; multilingual skills (beyond English) in languages appropriate to the patient populations served are preferred.

Pay

Compensation range: $18.42–$27.37 per hour. This range offers an estimate based on minimum job qualifications. Base pay is determined by a comprehensive approach, including education, experience, and licensure/certifications directly related to position requirements.

Benefits

• Medical, dental, vision, and pharmacy benefits.
• Flexible Spending Accounts and 403(b) savings matches.
• Earned time cash out and paid time off.
• Career advancement opportunities.
• Resources to support employee and family wellbeing.