Ward Clerk/Unit Secretary U

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Job Summary

The Unit Secretary is responsible for the flow of information inter/intra unit and between members of the patient care team. Additionally, the unit secretary functions as a receptionist while performing secretarial and routine administrative duties. The unit secretary's primary role is integrity and maintenance of the medical record from admission to discharge, ordering supplies, and coordination of the movement of patients on the assigned unit. Utilizes effective interpersonal skills to communicate and collaborate effectively with the Interdisciplinary Care Team.

Essential Functions

• Providing a Safe Environment.

• Ensures patients' rights are respected as identified in the Patient Bill of Rights

• Promoting Core Values.

• Able to set priorities, problem solve, use proper judgment in difficult situations, and be flexible in all situations.

• Participating in Quality Improvement.

• Performing Assigned Duties.

• Maintain patient medical records from admission through discharge in the appropriate "Universal Chart" order.

• Remove and store excess pages as necessary from the medical record and files in the approved location.

• Screen and respond to telephones, call lights, and patient intercom in an appropriate manner. Locate personnel and relay messages as needed.

• Greet visitors in a cordial and respectful manner. Respond to questions within the scope of responsibility and provide directions if needed.

• Provide non-medical information regarding patients when appropriate. Refer all other inquiries to the appropriate caregiver, physician, and/or nurse.

• Maintain and immediately communicate all admissions, discharges, transfers, and deaths to the appropriate departments.

• Maintain patient unit records and forms as required by the patient care unit, such as patient activities and movement logs.

• Arranges for patient appointments and referrals after receiving an order.

• Arranges for retrieval of patient’s belongings, as well as transportation.

• Monitors unit inventory and orders all patient unit supplies utilizing appropriate forms and/or technology in a cost-effective way.

• Reviews tele-tracking system to assure that a patient has not been scheduled in two places at the same time. Assures that all schedules are available and make appropriate notations on the system when changes occur. Notifies RN of patient's scheduled test time. Acts as the communication liaison between the unit and ancillary departments. Performs a unit-based bed sweep three times a day.

• Gives report to oncoming Unit Secretary, which includes A. Location of patients off the unit. B. Anticipated admissions/discharges/ transfers. C. Patients scheduled for tests and procedures. D. Summary of daily activities.
  *Utilizes Unit Secretary worksheet/CIS to keep track of patient location, discharges/transfers/ admissions. Utilizes telephone message logs as per unit practice.

• Maintains inventory of office supplies and equipment.

Qualifications

• High School Diploma or GED Required

• To be trained on either CIS or BIS a unit secretary must demonstrate that they are capable of working in a windows environment.

• Computer Literacy Required.

• Must be able to read, write and speak English fluently.

• Previous experience preferred.

This position works every weekend, every Holiday plus 2 day shifts every week