Job Description

POSITION SUMMARY

A Unit Secretary performs clerical and receptionist duties in an assigned area to meet unit needs.

 

ACCOUNTABILITY

Responsible to Nurse Manager and or and Administrative Manager, and/or Charge Nurse on any given shift; collaborates with peer group and Nursing Administration through the Lead Secretary.

 

QUALIFICATIONS

  1. Graduate of an accredited high school.
  2. Ability to communicate effectively.
  3. Knowledge of medical terminology, preferred.
  4. One year clerical experience, computer skills required.

 

PERFORMANCE CRITERIA

  1. TEAM WORK
  2. Involves other departments in project planning and implementation.
  3. Is supportive of others and provides help and assistance when possible.
  4. Regularly attends and participates in team and/or department meetings and work activities.
  5. Keeps others informed.
  6. Regularly offers and requests constructive feedback and coaching.
  7. Establishes and maintains effective working relations.
  8.  

    1. SERVICE EXCELLENCE (both internal and external)
    2. Welcomes patients and customers in a warm, friendly manner.
    3. Actively listens and constructively responds to questions and concerns in a timely manner.
    4. Ensures the dignity of patient/customer is maintained at all times.
    5. Abides by and upholds the Hospital Service Excellence Standards.
    6. Respects the diversity of the patient/customer population (i.e. ages and culture).
    7.  

      RESPONSIBILITIES

      1. Receptionist Skills
      1. Receives incoming telephone calls for floors, refers as necessary to appropriate/authorized person.  Makes telephone calls.
      1. Physician consults.
      2. Other departments for assistance (i.e. Information Systems).
      3. Inform physicians of admissions.
      1. Assists the staff by running errands, delivering specimens and paperwork, and checking mail.
      2. Utilizes appropriate channels of communication within the health care system.
      3. Demonstrate awareness of patient’s rights to privacy and confidentiality.
      4. Receives and greets visitors, patients and staff.  Responds to questions appropriately, referring items in question to authorized staff.

       

      1. Clerical Skills
      1. Transcribes doctors and nursing orders, in collaboration with and under the direction of the Nurse Manager or charge nurse, after successful completion of orientation to the secretary role.
      2. Assembles and organizes the Medical Record efficiently in accordance with the Medical Records Department.
      3. Completes requisitions and/or enters requests into computer order entry.
      4. Enters unit control data into log books on a daily basis.
      5. Completes priority duties (admissions, discharges) when covering secretarial absences on other units.
      6. In the event of a patient discharge or death, informs the appropriate departments, obtains necessary forms and puts charts in order.
      7. Increases knowledge and use of hospital computer system as new programs are developed.
      8. Photocopies charts and other information for staff as requested.
      9. Maintains and orders clerical supplies for the unit.
      10. Demonstrates safe & effective use of equipment.

       

      1. Dependability
      1. Reports to and begins work promptly.
      2. Gives adequate notice of absenteeism or tardiness.
      3. Appearance is professional in accordance with the dress code.
      4. Asks appropriate questions within job description, if an unfamiliar circumstance
      5. Performs work of equal skills, effort, and responsibility as directed.
      6. Participates in Quality Improvement activities.
      7. Performs other duties as required.
      8. Maintains annual employee education record and attends required educational offerings, (i.e. safety).
 

 

Application Instructions

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