Unit Secretary

Reception

• Notifies appropriate unit personnel of an admission, transfer or post-op patient.
• Greets all persons coming to nursing station, answer inquires, directs and assists, takes messages, assists with flowers, gifts and mail.
• Directs patient/visitor complaint/concerns to appropriate persons.
• Maintains confidentiality and release of information only to authorized persons.
• Explains and interprets policies and procedure when appropriate.
• Facilitates flow of communication in a courteous, pleasant manner.
• Cooperates with other personnel.
• Receives/delivers phone messages.
• Communicates patient information to patient's nurse in a timely manner.
• Consults/keeps Clinical Quality Coordinator and/or charge nurse informed of activities, needs, and/or problems of unit.
• Informs oncoming unit secretary of problems/tasks via written or verbal report.

Clerical

• Organizes and maintains patient records.
• Assembles and prepares appropriate chart forms.
• Maintains inventory cost effectively and in a manner that is readily available for staff usage.
• Transcribes all physician orders in systemic fashion. Enters orders and messages into computer hospital information system.
• Documents order numbers from Affinity to physician's order sheet; signs off all orders.
• Congnitions patient transfer orders with ancillary services receiving unit and assures that all patient records, forms, and name stickers accompany patient to receiving unit.
• At the beginning and end of shift reviews charts for any missed orders.
• Enters pertinent information as required.
• Prepares requisition for consultation and documents as required.
• Enters into Affinity orders for specimen collection.
• Sends specimens to laboratory.

Personal Accountability

• Transports/runs errands for unit.
• Participates in quality improvement, safety, and infection control issues.
• Participates in orientation of new personnel.
• Complies with schedules; is punctual.
• Participates on committees and taskforces.
• Attends all staff meetings and/or reads all staff meeting minutes.
• Maintains a professional standard of grooming and dress.
• Willingly floats to other units based on patient census & availability as requested by CQC/Supervisor.

Miscellaneous

• Communicates admission, discharge, transfer, and deaths to appropriate departments and completes death notification form.
• At time of discharge schedules follow-up appointments and post discharge ancillary services.
• Notifies appropriate department of patient disposition through computer or phone.
• Breaks down patient in universal chart order and places in appropriate medical record box.
• Maintains patient census record.
• Enters procedure charge in computer information system in those areas responsible for charge posting.
• Assures proper labeling and ID of medication drawer, nurse servers, allergies and Hollister tags.
• Updates patient data in computer system.
• Orders supplies for nursing unit as directed (Evening Unit Secretary).
• Maintains unit information ion written board (Night Unit Secretary).
• On nursing unit maintains Unit Activity Record.
• Maintains unit record logs.
• In the event of extended computer downtime proceeds with normal operations.
• Responsible for accurate census/patient classification at the beginning and ending of each shift.
• Responsible for accurate entries of admissions, discharge, and transfers on unit shift report; delivers to Nursing Service in a timely manner.
• Monitors pneumatic tube system used according to policy and procedures.