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Unit Operations Secretary

2 months ago

Peoria, Illinois, United States Carle Health Full time

Position Overview:
The role is designed to support the operational functions of the unit/facility through proficient execution of reception, transcription, and administrative tasks.

Serves as the initial point of contact for the unit/facility, managing communications and connecting healthcare professionals, staff, patients, and visitors with the necessary resources.

Responsibilities may also include assisting in some tasks typically handled by a Program Technician.

Required Qualifications:
EXPERIENCE REQUIREMENTS: A minimum of 1 year in a secretarial or clerical role, with familiarity in medical terminology. Completion of a unit secretary training program is mandatory.
ADDITIONAL REQUIREMENTS: Must demonstrate control over personal use of mood-altering substances and behaviors.

If in recovery from addiction, a minimum of 2 years of continuous recovery is required, along with active participation in appropriate recovery practices.

Proficiency in using standard office equipment essential for fulfilling job responsibilities.

Skills and Knowledge:
Basic literacy and communication skills, with the ability to interact positively with customers and colleagues. Capable of maintaining confidentiality and communicating factual information only. Must exhibit a professional, friendly, and helpful demeanor.

Basic Computer Proficiency:
Familiarity with word processing, spreadsheet applications, email, and web browsing. Comfortable navigating within a Windows operating system and learning new software applications.

Essential Duties:
Acts as the welcoming face and receptionist for the unit/facility, fostering positive relationships * Greets visitors, healthcare providers, patients, and staff in a courteous and friendly manner * Prioritizes the safety and privacy of patients and staff by monitoring access to the unit/facility and ensuring only authorized individuals are allowed entry.
  • Demonstrates comprehensive knowledge of HIPAA regulations through actions such as visitor sign-ins and verifying patient releases.
  • Exhibits warmth, concern, and respect for individuals seeking assistance.
  • Answers phone calls promptly and professionally, identifying the unit, name, and title.
  • Establishes and maintains positive working relationships with other departments and personnel.
  • Understands and respects the roles of other ancillary department staff in patient care delivery.
  • Communicates with others in a professional and respectful manner.
  • Notifies staff of walk-in assessments discreetly and efficiently.
  • Keeps the reception area organized and tidy.
  • Prioritizes and accurately channels incoming and outgoing communications.
  • Utilizes technology effectively and efficiently.
  • Skillfully answers incoming calls, transferring, coordinating, and conferencing callers as needed.
  • Utilizes the overhead paging system for urgent and non-urgent situations, adhering to unit/facility policies.
  • Inputs and scans patient documents into the electronic medical records (EMR) system.
  • Coordinates patient specimen submissions within specialized laboratory software, including creating weekly drop lists, printing patient labels, and preparing specimens for transport.
  • Prepares and enters survey and various data into spreadsheets for reporting purposes.
  • Monitors and adjusts the Assessment Schedule, reporting no-shows for follow-up.
  • Acts as a super-user for the EMR system, providing assistance to colleagues as needed.
  • Manages patient registration, admissions, discharges, and scheduling using the EMR system.
  • Understands and follows procedures for computer downtime.
  • Enters, modifies, and corrects patient information as necessary.
  • Prints and copies materials for office staff upon request.
  • Proficiently operates and troubleshoots fax machines and printers.
  • Performs tasks efficiently and accurately to support quality patient care and ensure smooth unit operations.
  • Effectively manages supply ordering to promote cost-efficient practices.
  • Responds appropriately to unit emergencies and alerts.
  • Files and scans reports from printers and faxes.
  • Maintains adaptability to changing environments and workloads.
  • Participates in daily safety huddles and unit meetings.
  • Submits work orders for unit/facility repairs or cleaning as needed.
  • Adheres to hand hygiene policies.
  • May serve as backup for the Office Coordinator regarding medical records requests.
  • May assist the Intake Coordinator with service requests and data collection.
  • Performs additional duties as assigned.

Carle Health is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment based on race, color, sex, age, national origin, religion, sexual orientation, gender identity, veteran status, disability, or any other protected class.

Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization.