UNIT SECRETARY (DAYS)

: Description:

The Unit Secretary plays a vital role in supporting the daily operations of the hospital unit. This position is responsible for providing administrative assistance to the clinical staff, facilitating effective communication among the healthcare team, patients, and their families, and ensuring the smooth and efficient functioning of the unit. The Unit Secretary is key in maintaining organized records, managing patient information, and supporting the unit's overall workflow. Demonstrates flexibility with assignments within professional scope/duties/licensure.

Essential Duties

Administrative Support:

• Manage the day-to-day administrative tasks of the unit, including answering phones, scheduling appointments, and maintaining patient records.
• Timely coordination patient admissions, transfers, and discharges.
• Maintain up-to-date patient information in the electronic medical records (EMR) system, ensuring confidentiality and compliance with HIPAA regulations.
• Assist with emergency codes as needed within scope of practice.

Communication:

• Serve as the primary point of contact for incoming calls and in-person inquiries from patients, families, and visitors.
• Facilitate communication between the nursing staff, physicians, other healthcare providers, and community resources as needed.
• Assist in coordinating patient care by communicating with other departments.
• Assist in the coordination of patient flow within the unit, ensuring that patient needs are met promptly.

Patient Experience:

• Engage with patients and their families in a manner that promotes comfort, trust, and understanding. Address patient concerns with empathy and professionalism, striving to create a positive and supportive environment that fosters a sense of security and well-being.

Employee Experience:

• Contribute to a positive and collaborative work environment. Offer constructive feedback and assistance to peers, and engage in open communication to promote a culture of mutual respect and teamwork.

Clerical and Organizational Tasks:

• Maintain an organized and efficient work environment by managing supplies, ensuring that forms and materials are readily available, and keeping the unit's physical and digital spaces well-organized.
• Update unit communication tools, such as whiteboards and patient status boards, to reflect current patient information and staff assignments.

Team member will maintain annual education requirements for hospital-based certifications (e.g. DNV CARF and or others).

Non-essential Duties

• Assist with non-clinical patient needs, such as directing visitors to the appropriate locations within the facility.
• Ability to troubleshoot office/clinical equipment such as copier, printer, fax, and phone systems.
• Provide support during unit meetings by preparing agendas, taking minutes, and distributing meeting materials.
• Participate in unit-based quality improvement initiatives by providing administrative support for data collection and analysis.

Requirements:

Preferred Experience

• Previous experience in a healthcare setting, preferably in an acute care setting or hospital environment, is highly desirable.
• Familiarity with medical terminology, EMR systems, and HIPAA regulations.
• Strong organizational and multitasking abilities, with a keen attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office management software.
• Ability to work effectively in a fast-paced environment, handling multiple tasks simultaneously while maintaining a high level of accuracy.

Required Licensure/Education

• None

Preferred Education

• High school diploma or equivalent preferred
• Completion of a medical secretary or healthcare administration program is preferred.

Employee Health Requirements

Exposure/Sensory Requirements:

• Exposure:
• Chemicals: Occasional use of alcohol, cleaning agents
• Video Display Terminals: Average
• Blood and Body Fluids: Minimal potential-very restricted direct patient contact with this type of patient
• TB or Airborne Pathogens: Minimal potential-very restricted direct patient contact for this entity.

Sensory requirements (speech, vision, smell, hearing, touch):

• Speech: Needed to communicate with physicians, patients, families and hospital personnel.
• Vision: Needed to see CIS displays, graphic lines for documentation, assignment board from nursing station, to read printouts, reports, names on charts, forms.
• Smell: Electrical/fire safety.
• Hearing: Needed for hearing telephone communication, hear PA system announcements.
• Touch: Needed to manipulate equipment/tools, computer entry.

Activity/Lifting Requirements:

Percentage of time during the normal workday the employee is required to:

• Sit: 70%
• Twist: 10%
• Stand: 10%
• Crawl: 0%
• Walk: 20%
• Kneel: 2%
• Lift: 5%
• Drive: 0%
• Squat: 5%
• Climb: 1%
• Bend: 5%
• Reach above shoulders: 2%

The weight required to be lifted each normal workday according to the continuum described below:

• Up to 10 lbs: Frequently
• Up to 20 lbs: Occasionally
• Up to 35 lbs: Not Required
• Up to 50 lbs: Not Required
• Up to 75 lbs: Not Required
• Up to 100 lbs: Not Required
• Over 100lbs: Not required

Describe and explain the lifting and carrying requirements:

• Carry old reports to nursing counter, waist high, approx. 5-10'.
• Lift IV supplies from med counter to cabinets approx. 2-5'.
• Lift. /carry C/S supplies from utility room floor to cabinets, 3-8'.
• Carry stacks of charts, waist high, counter to counter, approx. 5-15'.
• In emergency, could carry fire extinguisher down/up 5 flights of steps and several hundred yards.

Maximum consecutive time (minutes) during the normal workday for each activity:

• Sit: 120
• Twist: 10
• Stand: 30
• Crawl: 0
• Walk: 10
• Kneel: 5
• Lift: 5
• Drive: 0
• Squat: 5
• Climb: 1
• Bend: 15
• Reach above shoulders: 2

Repetitive use of hands (Frequency indicated):

• Simple grasp less than 5 lbs. Normal weight: 5- 10lbs. often
• Pushing and pulling normal weight: 5-200# occasionally.
• Fine Manipulation: Scissors, tape, stickers, stapler. Separating sheets of paper. Tearing perforated papers apart.

Repetitive use of foot or feet in operating machine control:

• None

Environmental Factors and Special Hazards:

Environmental Factors (Time Spent):

• Inside hours: 11.95
• Outside hours: 0.5
• Temperature: Normal Range
• Lighting: Average
• Noise levels: Average
• Humidity: Dry
• Atmosphere: Odors
• Special Hazards: Radiation, Chemical
• Chemical -drugs/work with patients receiving chemotherapy-Explosive-oxygen; Radiation-cesium implants and radioactive iodine therapy direct radiation for radiology equipment; mechanical- use of Hoover lift bed scales, motorized wheelchairs, bathtub lift chair.
• Protective Clothing Required: As required for chemotherapy or in cases of isolation, i.e. gloves, gowns, masks, goggles.