Unit Secretary-Cardio Thoracic ICU Part-time Weekend Days

About the role

The Unit Secretary reflects the mission, vision, and values of Northwestern Medicine, adhering to the organization’s Code of Ethics and Corporate Compliance Program, and complying with all relevant policies, procedures, guidelines, and regulatory and accreditation standards. As the receptionist for the patient care unit, the Unit Secretary is often the first person to greet and assist patients, visitors, and staff, coordinating the flow of information at the nurses’ station in a positive and timely manner. This role assists physicians, nurses, and other healthcare providers in coordinating the patient’s stay, care, and experience.

Responsibilities

• Customer Service:
  • Extends courtesies to patients, staff, and visitors in a prompt and responsive manner in all communications.
  • Assists in monitoring visitor/employee access, including the presence of badges in all patient care areas, and alerts security as necessary.
  • Recognizes difficult patient, staff, and visitor situations, facilitates communication, and escalates appropriately.
  • Assists and directs patients, staff, and visitors according to hospital policies.
  • Answers the phone promptly and transfers calls according to NMH phone standards using AIDET.
  • Effectively coordinates calls on multiple lines simultaneously.
  • Promptly and accurately answers and responds to all patient calls within identified timeframe via the nurse call system using AIDET.
  • Recognizes patient care requests requiring urgent attention and escalates to appropriate staff.
  • Ensures patients with communication needs are identified at the nurse call system and calls are handled appropriately.
• Medical Records:
  • Prepares medical records on admission, discharge, and transfer.
  • Responsible for the maintenance of the patient medical record, including:
    • Assisting the care team in obtaining and releasing medical records.
    • Maintaining paper records and remaining informed of their location.
    • Placing forms in the medical record, including discharge paperwork, outpatient records, home health orders, advanced directives, and POLST.
    • Scanning appropriate forms into the electronic medical record (EMR) and notifying team members when additional documents are added to the paper chart.
    • Ensuring nurse coverage is appropriately identified in the EMR.
  • Facilitates unit readiness for EMR downtime, including knowledge of downtime procedures and maintenance of appropriate forms.
  • Assists in promptly reporting problems with EMR to the IT HELP desk.
  • Verifies regulatory documentation at the point of care and escalates missing documents to the appropriate care team.
  • Performs charge entry accurately.
• Patient Flow:
  • Performs admission, discharge, and transfer activities in a timely manner.
  • Notifies the appropriate nursing staff and physician upon patient admission.
  • Notifies appropriate nursing staff and physician when consulting teams arrive to the unit.
  • Obtains patient identification if needed.
  • Assigns appropriate caregivers in the nurse call system.
  • Prepares patient charts for transfer to medical records, other healthcare facilities, or other inpatient units/OR.
  • Requests time for will-call ambulance and Medicare.
  • Requests patient escort when appropriate.
  • Tracks patient scheduling for tests and procedures and informs care providers of anticipated time.
  • Tracks patient activity on and off the patient care unit, monitors, and updates bed tracking as appropriate.
  • Verifies and reconciles unit census for accuracy in collaboration with charge nurse and/or Clinical Coordinator.
  • Other duties and responsibilities supporting patient flow as delegated by unit leadership.
• Desk Flow & Clerical Organization:
  • Receives and distributes patient care unit deliveries to patients and staff.
  • Accepts deliveries and stocks them in the appropriate place.
  • Maintains a clean, uncluttered nursing station and tube station.
  • Places service requests for equipment and repair and follows up to ensure completion.
  • Maintains and tracks an adequate supply of forms, clerical equipment, and nursing supplies according to unit standards.
  • Accurately completes and submits supply requisitions.
  • Performs basic computer/printer maintenance: adds paper, toner, fixes printer jams.
  • Maintains a list of staff assignments and phone numbers and distributes as appropriate.
  • Ensures unit signage is stocked.
  • Demonstrates ability to use online systems as required.
  • Attends appropriate training classes necessary to perform the job.
  • Other duties and responsibilities delegated by unit leadership.

Qualifications

• Required:
  • High School diploma or GED.
  • Excellent communication and customer service skills.
  • Computer experience.
• Preferred:
  • One year of college or business school.
  • Unit secretary experience.
  • Medical terminology.

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Benefits include:

• Tuition reimbursement and loan forgiveness.
• 401(k) matching.
• Lifecycle benefits.