Unit Secretary, ICU, St. Elizabeth's Medical Center, 24 Hours (Nights)
I. Position Function:
Under the supervision of the Patient Care Director, the unit secretary will perform a variety of secretarial duties in support of the administrative and clinical functions on the unit to which he/she is assigned.
II. Job Relationships:
Supervised and/or reportable to the following, by job category:
* Patient Care Director
* His/her designee
Must be able to collaborate and effectively communicate with physicians, nurses and other health care professionals.
III. Authority:
To coordinate the shift activities of the unit as outlined below.
IV. A. Responsibilities/Essential Functions:
1. Provides superior customer service to internal and external clients, customers, and patients as referenced in the Service Excellence Standards.
COMMUNICATION:
* Serves as unit receptionist, greeting visitors and, when necessary, directing personnel to various locations.
* Checks unit and individual e-mail at least once a shift.
* Serves as a resource/preceptor to new unit secretaries and RNs regarding computer training needs/skills.
* Answers telephones using proper etiquette and relays messages/information as necessary.
* Pages Codes as directed using correct emergency number.
* Pages health care providers as directed.
* Serves as a communications liaison between unit and other departments.
* Serves as a communication liaison among patients, family members, doctors and nurses.
* Participates in staff meetings/conferences as appropriate. Attends monthly unit secretary meeting.
* Maintains a professional demeanor to patients, professional staff, co-workers, and maintains positive customer relations skills.
* Distributes mail.
* Arranges patient transport using the VIP system.
* Brings all sign-in sheets to staffing office daily.
ADMISSIONS:
* Assembles new admit packets and charts with forms printed to Blue Chip printer on admission.
* Obtains old medical records from the Medical Record Department as needed.
* Labels patients room according to unit protocol.
* Calls admitting with all new admits, transfers and room changes to the unit in a timely manner.
* Obtains HO assignments for all new admissions, transfers, and posts them.
* Using the Blue Chip System, forms are printed as needed.
* Takes information on new admissions and transfers from the Admitting department and communicates this information to charge nurse.
* Makes sure patient teaching tools are at the bedside.
* Calls transport using the VIP system to send patient valuables (in a valuable envelope) to the cashier's office.
TRANSCRIPTION OF PHYSICIAN ORDERS:
* Transcribes physician's orders according to the nursing policy and procedure.
* Enter ordered diets into computer and notifies dietary office when the diet has been changed and also updates the changes in the computer.
* Coordinates the scheduling of tests, lab work and consults.
* Enters consults, labs, tests, diets into the computer.
MEDICAL RECORD:
* Files all paperwork: Flow sheets, Medication sheets, Blood Bank Forms for patients who have had Transfusions, Radiology, MRI, CT, Operative Reports and EKGs.
* Maintains the patient's medical record assuring that forms are in the proper place under correct tab.
* Thins charts as needed and properly labels the thinned medical record using correct label.
* Checks all charts daily to make sure there are blank Physician Order sheets, blank Multi-disciplinary Progress Notes and Patient labels.
* Prepares pre-operative packets to be sent with patients going to the operating room.
* Initiates appropriate CareMap on each patient.
DISCHARGE:
* Immediately processes discharges in the computer.
* Prepares discharge medical records, including any thinned charts, and old records.
* Enters discharge date in census/log and informs Environmental Services.
* Sends Discharge Summary and Referral with patient upon discharge when appropriate.
* Books ambulance, Chair car, per request of Care Manager.
* Faxes documents to other hospitals or Facilities on discharge per Care Manager.
SUPPLIES:
* Maintains daily supply stock, including CSR, Patient Equipment, laundry and pharmacy departments.
* Communicates supply needs to Unit Coordinator. Orders supplies for immediate use as necessary.
* Calls CSR, Patient Equipment, Central Processing, Laundry as needed for supplies for immediate on-time use.
EQUIPMENT:
* Notifies the Help Desk with malfunctioning computers.
* Notifies Maintenance of any broken machines/ beds.
* Notifies the Operator of problems with the telephones on the unit.
MISCELLANEOUS:
* Keeps informed of any changes in report procedures, as in death certificates, patient restraints, patients at risk for falls.
* Maintains census book accuracy during the shift with admissions, transfers, deaths and discharges.
* Maintains and updates Patient Assignment board.
* Keeps area of Nurses station neat and clutter-free.
* Maintains unit assignment sheet on a daily basis and files in binder or unit for a period of 3 years.
* Prints all computer reports as necessary.
* Serves as unit's "Downtime Resource" for all staff.
* Orients new staff to DT procedures and DT packet.
* Assures that the Downtime packet is accessible and well-stocked with requisition forms needed during any downtime period.
* Attends unit secretary monthly meetings.
B. Responsibilities/Non-Essential Functions:
Performs all other related or similar duties as requested or required by PCD or designee to facilitate patient care or unit function.
V. Reporting Requirements:
* Reports immediately to the PCD or designee any delays or difficulties in the delivery of services.
* Reports to the PCD or designee situations requiring his/her attention.
VI. Accountability:
* Shall be accountable for maintaining the confidentiality of patient-related data and information.
* Shall be accountable for abiding by all relevant hospital policies and procedures.
* Shall be responsible for observing all policies and procedures of the Nursing Division.
* Shall be responsible for maintaining professional and courteous behavior.
VII. Qualifications:
Minimum Education: High School diploma or equivalent required.
Minimum Experience: Hospital experience or Doctor's Office/medical experience necessary.
Minimum skills/abilities:
* Excellent telephone skills.
* Excellent interpersonal and communication skills.
* Refined organizational skills.
* Experience with Microsoft office, Meditech, and the Athena program preferred.
* Medical Terminology experience preferred.
* Ability to communicate verbally and in writing in English.
* Excellent customer relations skills.
* Ability to prioritize secretarial functions.
Certification/Licensure: No certification/licensure required.
Training: Training provided on unit with experienced unit secretary preceptor. Session with Lead Unit Secretary/Unit Coordinator.
Special Qualifications: Able to handle multiple tasks at one time.
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