Unit Secretary

Position Summary:
The Acute Care Unit Secretary supports safe, efficient unit operations through patient-flow coordination, accurate record management, communication, and administrative assistance. The position works collaboratively with registered nurses and other disciplines while upholding NRMC policies, confidentiality requirements, and the organization’s mission and objectives.

Essential Functions:
1. Utilize professional standards of care and adhere to NRMC policies, procedures, and departmental practices.
2. Assist with coordination and processing of patient admissions, transfers, and discharges.
3. Keep sufficient supply of all unit chart forms and have sufficient amount of chart packets readily available.
4. Ability to stay calm and appropriately manage unit secretary duties, even during a stressful situation.
5. Prepares discharged patient charts, checks for missing information, and forwards them to Health Information Services (HIS).
6. Understands and follows HIPAA regulations.
7. Ability to be responsive to patient needs in a caring and compassionate manner.
8. Understands the billing process and is able to complete this accurately and in a timely fashion as necessary.
9. Ability to handle phone calls (incoming and outgoing) promptly, accurately, and professionally.
10. Maintain adequate supplies, forms, and materials and assist with an organized nursing station and work environment.
11. Demonstrates knowledge of filing procedures and accurately files all loose documents in the appropriate patient records each shift
12. Maintain accurate patient information in applicable electronic systems, unit tracking tools, communication boards, and records.
13. Assists with electronic health record (EHR) chart reviews to identify missing or incomplete documentation and contacts appropriate personnel for follow-up, as directed.
14. Assist with scheduling appointments, consultations, transportation, follow-up services, and other coordination as assigned.
15. Assists with activities and projects as directed by the Acute Care Manager.
16. Complete other duties as assigned.

The above statements are intended to describe the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Knowledge:
1. Understand and complies with hospital and unit specific policies and procedures.
2. Demonstrates a positive attitude and effort to improve the work environment.
3. Demonstrates pride in his/ her work and provides courteous service to all individuals.
4. Manages his/ her time and other available resources to the best advantage of the hospital.
5. Understands medical terminology, physician documentation, basic anatomy and coding process.
6. Understands the responsibilities and limitations of the Unit Secretary role and seeks assistance when appropriate.

Skills Abilities:
1. The individual shall be able to locate and identify the appropriate remedy to problems using established procedures and protocols.
2. Demonstrates effective verbal and written communication skills.
3. Demonstrates basic computer, keyboarding, and electronic health record skills.
3. Ability to organize, prioritize, and manage multiple responsibilities in a fast-paced environment.
4. Works effectively with the multidisciplinary team and promotes communication, collaboration, and teamwork.
5. Uses established practices and procedures to support patient care and well-being and responds to clinical and ethical concerns professionally and within the scope of the role.
6. If qualified for direct patient care, demonstrates competency in assigned patient-care skills within established policies and scope.

Working Conditions:
1. Exposure to distressed patients, families or visitors.
2. Potential exposure to blood, body fluids, infectious diseases, and other healthcare hazards.
3. Frequent interruptions and changing priorities may occur.

Physical Demands:
1. Requires periods of standing, sitting, or walking
2. The ability to lift up to 50 lbs.
3. Ability to bend, reach, push, pull, and assist with physical tasks associated with unit operations.
4. If qualified for direct patient care, follows safe patient-handling practices and uses appropriate equipment and assistance when providing direct patient care.

Qualifications:
1. High school diploma or equivalent.
2. Current BLS certification or obtains certification within six months of hire.
3. Previous hospital, healthcare, medical office, or Unit Secretary experience.

Preferred Qualifications:
1. Current CNA certification or equivalent patient-care education, training, or experience that allows assistance with direct patient care within established scope and competencies.