Unit Secretary

Responsible for entering written physician orders in the electronic medical record, and performing essential secretarial duties such as answering phones, entering patient data, making patient discharge appointments for physicians, nurses, case managers, and other providers on specific units or floors. Enters written orders in computer system; notifies physicians and other providers of consults, and notifies key departments of STAT orders such as ABGs, Respiratory treatments, EKG, Diagnostics, Lab, etc.

Department:
Medical Surgical


Schedule/Status:
7a-7:30p; Per Diem


Standard Hours/Week:
12


General Description:.
Under the general supervision of the Nurse Manager/Director or Clinical Coordinator. The hospital unit secretary is vitally important to the smooth day-to-day operations of the unit. Responsible for entering written physician orders in the electronic medical record, and performing essential secretarial duties such as answering phones, entering patient data, making patient discharge appointments for physicians, nurses, case managers, and other providers on specific units or floors. Prepares and compiles patients’ medical records, and acts as the nursing station receptionist, welcoming visitors, answering the phone, and responding to patients and visitor requests. Has access to the locked Clean Utility/Meds/Nourishment rooms. The position shall exemplify the desired Culture of Choice® and philosophies of Parrish Healthcare. 


Key Responsibilities:

• Enters written orders in computer system; notifies physicians and other providers of consults, and notifies key departments of STAT orders such as ABGs, Respiratory treatments, EKG, Diagnostics, Lab, etc. Fax written medication orders to Pharmacy and deliver copy to the Nurse. 
• Makes discharge appointments as directed by the Staff Nurse, Charge Nurse, Clinical Coordinator, Case Manager or Director. Assist with patient registration to Health Bridge Portal System.  Assist with scheduling procedures per written orders. 
• Responds as a receptionist to patient, staff, physician and visitors and other departments. Relays messages and coordinates information exchanges demonstrating professional telephone etiquette and interpersonal communication skills. 
• Rounds frequently providing assistance to physicians and other provider staff in Meditech 6.0 system. Updates patient charts as requested posting EKG strips and monitoring for written orders. 
• Monitors status board for Stat orders, Telemetry application or discontinuation, Change to inpatient status, Discharge Orders, etc. Verify advanced directives and LACE tool completion and notify nurse of necessary updates.  
• Organize and file medical information reports, maintains the patient throughput record, assembles, and copies records and other necessary paperwork for transfers and discharges to other units or outside facilities. Arranges discharges by entering information in computer system and patient transporter service. 
• Orders supplies on a weekly basis as directed; maintain unit inventory of chart and office supplies in Nursing Station and Physician Work Rooms.  
• Maintain equipment and update work order system as needed. Maintains safe and clean working environment by complying with environment of care procedures, rules and regulations and adhering to infection-control policies in the Nursing Station and Unit. 
• Assembles and maintains a supply of admission and discharge paperwork for future admissions and discharges. Operates office equipment such as computers, fax machines, phone systems, copy machines, scanners, and label printers. 
• Participates in Quality Monitoring/Performance Improvement. 
• Knows fire, disaster, and safety procedures and regulations as pertains to the work area. 
• Performs similar or related duties as assigned. 

Requirements:


Formal Education:

• High School Diploma or equivalent required.

Work Experience:

• No experience required.

Required Licenses, Certifications, Registrations:

• Unit Secretary Certification, preferred