Unit Secretary

Sullivan County Health Care is currently looking for a Full time Unit Secretary. Come be a part of our award-winning team that works hard to uphold our motto: "ALL DAY, EVERY DAY, WE MAKE LIFE BETTER". 

Scope of Position: 

The position is responsible to perform clerical duties on the nursing unit for the purpose of assisting the Charge nurse with multi-disciplinary coordination and operation of the unit.                   

1.  Maintain resident charts in orderly condition and updated status; thin the charts 

on a monthly basis and also clean the outside of the chart binders on a monthly basis with a special solution;  ensure charts are kept supplied with needed forms    Prepare Lab Requisition sheets as ordered on a daily and monthly basis; and post lab slips in appropriate areas. Maintain unification of filing systems with other secretaries.  

2.Order unit supplies as needed; assist with ordering medical supplies as needed; order

clerical supplies as needed; order personal items for residents as needed with Charge Nurse authorization (clothes, shoes, etc.); and restock facility forms on the unit as needed.

3.Keep new charts available on the unit for admissions received during the unit secretary’s absence; order admission kits for admissions. 

4.Oversee to ensure that discharged units are cleaned and beds made in readiness for incoming admissions; disassemble discharge medical records in a timely manner. 

5.  Notify Activities and Environmental Services when a resident is on precautions.

6.  Facilitate MD compliance regarding signing certifications and re-certifications as required by Medicare regulations. Assist with facilitating the MD in meeting his documentation requirements, reviewing of resident information, and pharmacy and other recommendations.

7.Assist Charge Nurse in faxing of all physician and Therapy orders.  Complete fax procedure according to policy.  Answer telephones and take messages for staff that are busy.

8.Notify Transportation regarding need of making MD appointments and transportation arrangements and write appointments on desk calendar when arrangements are finalized.  Create a file to keep up with routine lab work, annual history and physicals, ophthalmology and dental exams. Review consultation notes for recommendations of follow-up appointments, ensuring these recommendations are carried out.

9.  Answer call bells as needed and assist the residents if applicable to do so.   Obtain and maintain resident’s photos in the electronic charting system and update as necessary to ensure accurate resident identification.

10.  Assist with distribution and collection of resident trays; assist with feeding residents; and assist in dining room as scheduled by Charge Nurse.  Assist with distributing resident’s personal care items (briefs, liners and wipes} to their personal closets on a weekly basis.

11.Maintain desk area in a clean and orderly manner, act as Unit Receptionist; perform pacemaker checks as scheduled; complete in-house errands as needed and pick up and deliver mail to the residents.   Assist the medical records department as necessary or when delegated to do so.

12.Notify Director of Nursing and Business Office in regard to admissions, discharges, room changes and floor transfers.

13.Prioritize daily activities between floors.

Other Functions

1.Attend all mandatory staff/educational meetings; attend non-mandatory staff/educational meetings as assigned; cooperate with other facility staff to assure high quality resident care.

Performs other duties as assigned.

• High school graduate or equivalent
• Successfully completed courses in accounts maintenance, typing, office maintenance and office procedures  
• Be organized, have a working knowledge of Business English, and/or medical terminology, spelling, and arithmetic; modern office appliances, practices and procedures, and basic elements of record keeping
• Ability to make arithmetical computations and tabulations with accuracy, perform routine office management details without referral to a supervisor, and establish and maintain effective working relationships with other employees and the public
• Will be required to take a paid feeding assistant class provided by the facility

Shift Differential:

• $2/hour - 2nd shift
• $2/hour - 3rd shift
• 20% of base rate of pay Weekend premium – all shifts