UNIT SECRETARY

About the Role

The Unit Secretary assists the professional nursing staff by performing specific clerical and receptionist tasks that contribute to patient care and the functional operation of the unit. These functions are performed under the direction and supervision of the Nurse Manager, Charge Nurse, and/or registered nurse.

Responsibilities

• Receptionist Function
  • Receives and delivers messages in an accurate, courteous, and timely manner.
  • Coordinates activities on the unit, including directing transportation and scheduling patient procedures and treatments.
  • Answers phones quickly with professional phone etiquette and assists callers by providing requested information.
  • Notifies IS/Maintenance departments for necessary repairs and informs the Business Coordinator in a timely manner.
• Clerical Function
  • Transcribes physician orders from the physician order sheet to treatment records and/or care maps and enters them into the computer system as needed.
  • Transcribes orders accurately using the correct form and proper medical terminology.
  • Enters orders in Invision correctly, forwards them to the appropriate department, and transcribes them on the care map and/or treatment record.
  • Enters patient factors in Invision, labels charts correctly, and transcribes them on the care map and/or treatment record.
  • Handles physician consults by entering them in Invision and notifying the physician’s office/service.
  • Reports new medical orders to the nurse in a timely manner.
  • Obtains previous medical charts from the Health Information Management department.
  • Enters charges into the Invision system for completed patient procedures.
  • Faxes discharge information and medication records to the primary physician and/or home care as applicable.
  • Documents all patient information on care maps and carries it over onto extended care maps.
  • Retrieves information from Nursing Admission Assessment and ER documentation.
  • Gathers information for Nursing QI projects and provides support for data gathering and reporting.
  • Anticipates the needs of physicians and nursing staff and provides assistance as needed.
  • Serves as a resource for colleagues and new employees and assists in the orientation of new personnel.
  • Consistently and proactively provides guidance to other staff members.
• Maintains the Medical Record
  • Reviews charts daily for adequate sheeting and replaces/adds required forms as needed.
  • Reviews charts daily for omitted physician’s signatures and progress notes.
  • Duplicates and/or faxes records as necessary.
  • Ensures completeness of the medical record for all patients having invasive procedures.
  • Initiates the Pre-Op Checklist by reviewing the chart for copies of the required diagnostic work-up.
  • Inputs patient discharges into the Invision system.
  • Processes patient charts after discharge, ensuring all papers are stamped with the patient addressograph and all forms are collected and filed correctly (e.g., graphic sheet, I&O sheet, care map).
  • Wipes down charts after discharge.
  • Reviews charts on return from a procedure and/or transfers to ensure all forms are stamped with the addressograph.
  • Notifies the Nurse Manager when departments are non-compliant.
• Supplies and Other Duties
  • Assures an adequate level of supplies in the department.
  • Maintains an adequate supply of admission charts.
  • Keeps the file system supplied and in order.
  • Assesses the supply of forms and med room supplies on the unit and orders as needed.
  • Performs other related duties as assigned.
  • Serves as a brand ambassador by upholding the WMCHealth Mission, Vision, and CARE values and promoting excellence in the patient experience during every encounter.

Requirements

• Experience
  • A minimum of one to two years of experience in an office setting with a working knowledge of medical terminology preferred.
  • Demonstrates proficiency in keyboarding and other computer skills required to enter orders/charges.
• Education
  • High School Diploma or equivalent.