Unit Secretary

This position is two 12 hour shifts and one 8 hour shift.

Summary
The primary purpose of this position is to assist Nursing Services in the day-to-day recording and charting of medical and/or administrative information in accordance with federal, state and local standards, guidelines and regulations that govern medical records, and as may be required by the Director of Nursing/Designee.

Essential Job Responsibilities:

• Clerical and Administrative Support- Each unit secretary is required to perform the following skills:
  • Communicates and exchanges information in a timely manner with employees from departments in acute care hospitals that provide services for Mary Free Bed patients.
  • Completes applicable physician orders and requests from the nursing staff, and communicates according to policy or department processes.
  • Confers with the responsible RN to schedule patient activities and tests
  • Maintains appropriate lists for nursing and physicians with updated information.
  • Answers telephones, takes messages, and communicates messages to the appropriate person
  • Performs clerical functions such as admissions, discharges, and transfers of patients according to policies and processes.
  • Monitors supply levels, and orders office supplies and equipment as needed. Receives and places items in proper storage areas.

• Communication- Each staff member in the Nursing Department is responsible to communicate in a timely, professional and respectful manner at all times. Responsibilities of the unit secretary include, but are not limited to:
  • Patients and their families or visitors are treated with kindness and respect.
  • Customers, physicians, and other staff members are treated with kindness and respect.
  • Maintains effective working relationships with employees throughout the organization.
  • Deals discretely and sensitively with confidential information, and follows all hospital policies related to protected health information.

• Customer Service- Demonstrates excellent customer service behaviors consistent with organizational and departmental standards. Consistently promotes teamwork and direct communication with co-workers. Deals discretely and sensitively with confidential information.

• Employee communication - The unit secretary understands that communication with hospital and department leadership occurs in many ways, and that it is the responsibility of each employee to be aware of policy and practice changes. This information is shared through various methods such as administrative bulletins, staff meetings, bulletin board postings, email, department newsletters, individual discussions, and on the MFB intranet (InsideMFB).

• Employee training and competency assessments - Each unit secretary is responsible for orientation and training of new employees. Additionally, each employee must complete all required training and competency assessments prior to the posted deadlines. Questions about required education and competency modules should be addressed to a nurse educator or a nursing leader to ensure that the requirements are completed prior to the deadlines.

• Safety policies - Each employee is responsible to demonstrate knowledge of and performance in accordance with hospital and department safety and infection control policies and procedures. Each unit secretary will be responsible for their assigned shift and work area and will maintaina safe and clean working environment for the benefit of patients, physicians, and staff.

• Fiscal Responsibility-Each employee will avoid duplication and waste of supplies and will arrive to work on time and work throughout the shift, unless taking a designated break. If the unit secretary does not have work to do, the unit secretary will ask a CCC or a nursing leader for work to avoid downtime. If overtime is expected, the unit secretary will communicate this in advance with the nursing leader so that alternatives can be explored.

• The unit secretary is also responsible for other department tasks, as assigned, and in alignment with departmental policies and procedures. Performs assignments as directed by management, and provides input on new services or revisions to new/existing policies and procedures as appropriate.

• Licensure Requirements: None
• Education: Two-Year College Degree or relevant experience
• Experience: One-year practical experience in a healthcare environment preferred. Understanding of medical technology, terminology and rehabilitation care is preferred.
• Physical Demands:
  • Able to exert up to 10 pounds of force occasionally (up to 1/3 of the time)
  • Able to lift, carry, push, pull, up to 10 pounds occasionally
  • Able to sit for the majority of the time, but may involve brief periods of time involving walking or standing.
  • Able to use keyboard frequently (1/3 to 2/3 of the time)