Unit Secretary

Part-time, Days

Schedule: 0645-1915

Every third weekend and holiday rotation

48 hrs/2 weeks

General Summary

Acts as a receptionist for visitors and serves as a central contact for telephone calls and a distribution point for paper and electronic communication, laboratory and test results. Interacts daily with visitors, patients, physicians and staff and displays a positive, helpful attitude. Demonstrates ability to accurately transcribe physician orders and creates and maintains the medical record. Schedules patient care services. Is responsible for electronic data entry and retrieval. Is a key member of the care delivery team.

Duties and Responsibilities

Essential Functions:

• Greets, directs and assists physicians, visitors, patients and ancillary department staff. Orients patients to their rooms as appropriate.
• Answers telephone using personable etiquette. Answers inquiries by providing accurate information or forwarding callers to appropriate resource. Responds to intercom and email. Identifies emergency messages, directs information to the appropriate personnel. Maintains confidentiality.
• Enters and/or retrieves data from established computer files using knowledge of various computer applications designed for functions such as patient management, patient census, acuity, composer, bed tracking, transport, etc. Serves as a knowledgeable resource for multiple applications such as, Patient Management and PowerChart. Keeps current with system/application upgrades. Offers/provides assistance to others in navigating IS applications.
• Performs a variety of duties related to the creation and maintenance of the patient medical record in a manner which expedites patient admission, transfer and discharge. Assembles and copies charts and forms, ensuring charts contain necessary forms. Ensures all medical records have signed orders and an H & P. Places transcribed orders on the chart. Monitors and flags missing items daily. Performs data entry, chart preparation, filing and photocopying in accordance with appropriate policies.
• Transcribes orders and documents on the paper or electronic record. Places pharmacy orders on the MAR. Follows up on orders and checks on open orders. Ensures verbal orders are signed according to Hospital policy.
• Consults with appropriate clinical/nonclinical personnel to resolve issues, concerns from patients’ medical record, ancillary department results, patient/family inquiries, etc.
• Schedules tests, procedures and other patient services. Confers with clinical care provider regarding sequencing of tests, patient activity tolerance and special needs, as appropriate.
• Communicates changes in the patient’s condition and other urgent information to the Registered Nurse in a timely manner. Reports actual and potential problems concerning patients, families, staff and appropriate departments to the team members and the charge nurse/nurse manager.
• Communicates delay/difficulties in providing services or alteration of routine. Acknowledges and responds to patient alarms and notifies appropriate care provider as needed.
• Orders and stocks supplies on an ongoing basis.

Common Expectations:

• Demonstrates a commitment to patient, visitor and staff by: complying with all applicable safety regulations; learning the impact of medical errors and methodology that will lead to reduction of errors; reporting actual and potential errors, as well as hazardous conditions; identifying opportunities to standardize processes and "error proof" systems that will lead to increased safety; and participating in safety education programs and root cause analyses as required.
• Demonstrates interpersonal communication to enhance/maintain good relationships. Takes a proactive approach to solving problems or behaviors. Displays a positive attitude as demonstrated through verbal and non-verbal communication.
• Demonstrates behavior consistent with System mission, vision, goals, objectives and patient care philosophy.
• Treats all individuals with respect, courtesy and empathy. Willingly assists others with questions. Introduces self to visitors and offers assistance. Verbal and non-verbal responses are courteous, friendly and caring.
• Maintains effective communication and good relationships with other disciplines within the facility for the patient’s benefit.
• Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.
• Identifies own learning needs and seeks appropriate education. Participates in meetings, on committees and represents the department and Hospital in community outreach efforts. Enhances growth and development and enriches personal knowledge and skill through participation in educational programs and affiliations.

Qualifications

Minimum Education:

• High School Diploma or GED Required

Work Experience:

• Less than 1 year Relevant experience. Required

Courses and Training:

• Completion of course for unit secretaries and medical terminology. Upon Hire Preferred

Knowledge, Skills, and Abilities:

• Excellent communication/interpersonal skills.
• Excellent computer skills and ability to use various software applications in a windows environment.

Benefits Offered:

• Comprehensive health benefits
• Retirement savings plan
• Paid time off (PTO)
• Education assistance
• Financial education and support, including DailyPay
• Expanded Paid Parental Leave

For additional details: Benefits & Incentives | WellSpan Careers (joinwellspan.org)