Unit Secretary (Nursing)

Job Duties

• Collaborates with Unit Manager and Charge RNs to identify problems and needs to facilitate unit management.
• Affords assistance with admissions, including notifying appropriate staff at patient arrival, completing HIM paperwork, assigning rooms, and photographing patients for ID.
• Provides information to patients, families, and staff according to policies and procedures.
• Accurately prepares and forwards documents to relevant individuals, departments, and agencies.
• Accurately updates census information, including discharges, deaths, and transfers, and sends information to HIM Department promptly via email.
• Prepares and forwards necessary paperwork.
• Scans all necessary paperwork into EHR daily.
• Serves as receptionist on assigned units, answering phones, greeting visitors, and offering assistance to patients and others politely.
• Maintains accurate computer database of census information, including transfers, discharges, deaths, and appropriate hospital staff/departments.
• Maintains accurate suspense and tickler files for timely notifications and regulatory compliance.
• Accurately posts information on calendars and notifies appropriate personnel of appointments, clinics, and events.
• Prepares unit forms and downtime boxes as required.
• Performs other duties as assigned by supervision or unit manager.

Compliance

Complies with established HR policy CHPP 12-03.10 and Nursing policy CHPP 06.029, Employee Reliability Standards.

Operational Responsibilities

• Establishes par level with Management and maintains an accurate inventory of supplies for the treatment room and supply closet.
• Utilizes rotating stock and disposes of expired items to ensure timely and accurate charting of vital signs as needed.
• Shreds documents according to policy to maintain confidentiality.
• Coordinates timely and accurate documentation of glasses, dentures, prostheses, hearing aids.
• Prepares Patient Valuables Envelope and reviews with fiscal in a timely manner.
• Prepares 24-hour packets daily and maintains accurate report sheets.
• Maintains supply of downtown forms and hospital forms to include unit/shift change forms, time clock adjustment forms, and leave slips.
• Keeps work area orderly and clean on a daily basis.
• Updates bulletin boards as necessary.
• Provides and maintains a name tag beside every patient’s designated room on the unit.
• Prints EHR information as needed.
• Attends monthly unit secretary meetings.
• Assists in coverage for other unit secretaries as needed.
• Assists in taking patients to cafeteria or delivering meal trays as needed and directed.
• Can assist in taking patients outside as needed and directed.
• Can monitor patients in use of the solariums as needed and directed.
• Transports patients as needed.
• Can sit with assigned patients who are on Continually Supportive Observation, CSO, as needed and as directed by the charge nurse, unit manager, or designee.

Education/Skill Development

• Attends all mandatory in-services.
• Obtains and maintains Therapeutic Options of Virginia certification, Therapeutic Options.
• Obtains and maintains basic Cardiopulmonary Resuscitation, CPR.
• Completes five hours of in-service to meet learning needs and developmental plan annually.

Minimum Qualifications

• Knowledge of general record keeping and clerical skills, organizational and communication skills, computer skills, medical terminology and abbreviations preferred.

Additional Considerations

• Ability to read, write, and comprehend instructions.
• Ability to demonstrate patience and empathy when providing services to patients.
• Previous experience in a mental healthcare setting is also preferred.