Unit Secretary SDC

About the role

The Unit Secretary is responsible for performing a variety of administrative tasks to record, verify, and receive patient, unit, and hospital information reflecting admissions, transfers, discharges, patient data, patient census, and related data. The Unit Secretary participates in maintaining necessary supplies and equipment and supports patient care on the unit by participating in hourly rounding, assisting with answering call bells, communicating specific care needs to the clinical staff, passing meal trays, and setting up meal trays. The Unit Secretary may function as patient care observer to monitor for patient safety in situations where 1:1 observations are required.

Responsibilities

• Receive incoming communications and take appropriate action to relay information to the necessary person(s).
• Receive and direct Medical Staff, personnel, patients and visitors.
• Notify patient’s nurse of scheduled appointments.
• Inform next shift Unit Secretary, Shift Charge Nurse, or Nurse Manager of problems needing attention.
• Contact Case Management of the need for consultation at the request of physician or nurse.
• Contact consulting physician, physician’s office, or answering service of need for consultation as ordered by attending physician.
• Contact religious personnel on behalf of patient as directed by nursing staff, patient or patient’s family.
• Contact receiving unit when patient is being transferred to assure patient unit is ready.
• Communicate problems and information to appropriate persons.
• Participate in staffing the unit under the direction of the Nurse Manager.
• Place calls to staff to communicate needs of the unit.
• Schedule tests and x-rays around patient’s needs and testing requirements (e.g. timing requirements, procedural protocols, etc.).
• Enter diets into computer.
• Communicate with pharmacy via fax or phone as appropriate.
• Perform non-clinical duties related to the admission, hospitalization, discharge, transfer, death and leave of absence of patients.
• Prepare and update patient medical record for each admission.
• File forms in individual patient’s medical record.
• Order and maintain unit supplies.
• Enter appropriate charges for storeroom supplies for each patient.
• Connect with telephone maintenance for prompt repair if equipment malfunctions or presents a safety hazard and fill out maintenance requisition.
• Complete or maintain appropriate forms, records, requisitions, etc.
• Greet new patients with friendly professionalism and escort patient to room and notify appropriate nurse when needed.
• Greet and direct visitors to appropriate room and inform them of hospital regulations as appropriate.
• Issue correct information to patients and families.
• Respect the dignity and confidentiality of the patient and family.
• Assist in emergency situations as directed.
• Make trips to other hospital departments for patient and unit supplies (i.e. equipment, blood, storeroom, etc.) and deliver specimens, etc.
• Set up chart packets (regular and pre-operative).
• Make unit rounds to pick up and transport lab slips, census sheets, patient activity sheets, etc, (11 pm – 7 am shift).
• Functions as patient observer when 1:1 observation for patient safety is required.
• Delivers meal trays to patients using safe tray passing techniques (verify with RN if NPO, patient going for a test, patient with swallowing issues, etc).
• May perform non-clinical tasks as directed by the patient’s nurse.

Qualifications

• High School Diploma or Equivalent required.
• One (1) to three (3) years secretarial experience preferred.
• Health care experience preferred.

Skills and Abilities

• Demonstrated knowledge of medical terminology required.
• Demonstrated typing skills and computer experience required.
• Demonstrated interpersonal, organizational, and oral and written communication skills required.
• Demonstrated positive customer service skills and ability to work as a team required.
• Demonstrated ability to focus and provide attention to detail required.

Physical Requirements

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 35lbs
• Carrying Occasionally (3-33%) 20lbs - 35lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)