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Unit Secretary
2 months ago
We are seeking a highly skilled and detail-oriented Unit Secretary to join our team at Northwestern Memorial Healthcare. As a Unit Secretary, you will play a vital role in ensuring the smooth operation of our patient care unit, providing exceptional customer service, and supporting the healthcare team.
Key Responsibilities- Customer Service:
- Provide prompt and courteous service to patients, staff, and visitors, responding to their needs and concerns in a timely and professional manner.
- Assist in monitoring visitor/employee access, ensuring that all patients, staff, and visitors are properly identified and authorized.
- Recognize and respond to difficult situations, facilitating communication and escalating issues as necessary.
- Direct patients, staff, and visitors according to hospital policies and procedures.
- Answer phone calls promptly and transfer calls according to hospital standards, using AIDET (Acknowledge, Introduce, Deliver, Explain, and Thank).
- Effectively coordinate calls on multiple lines simultaneously, ensuring that all calls are answered and responded to in a timely manner.
- Promptly and accurately answer and respond to all patient calls within the identified timeframe via the nurse call system, using AIDET.
- Recognize patient care requests requiring urgent attention and escalate to the appropriate staff member.
- Assure that patients with communication needs are identified and calls are handled accordingly.
- Medical Records:
- Prepare medical records on admission, discharge, and transfer, ensuring that all necessary information is accurately and thoroughly documented.
- Responsible for the maintenance of the patient medical record, including but not limited to:
- Assisting the care team in obtaining and releasing medical records.
- Maintaining paper records and ensuring that they are up-to-date and accurate.
- Scanning appropriate forms into the electronic medical record (EMR) and notifying the care team when additional documents are added to the paper chart.
- Ensuring that nurse coverage is accurately identified in the EMR.
- Facilitate unit readiness for EMR downtime, including knowledge of downtime procedures and maintenance of appropriate forms.
- Assist in promptly reporting problems with EMR to the IT HELP desk.
- Verify regulatory documentation at the point of care and escalate to the appropriate care team if any documents are missing.
- Perform charge entry accurately and efficiently.
- Patient Flow:
- Perform admission, discharge, and transfer activities in a timely and efficient manner, ensuring that all necessary steps are taken to ensure a smooth transition for patients.
- Notify the appropriate nursing staff and physician upon patient admission.
- Notify the appropriate nurse staff and physician when consulting teams arrive to the unit.
- Obtain patient identification as needed.
- Assign appropriate caregivers in the nurse call system.
- Prepare patient charts for discharge, transfer, or other healthcare facilities.
- Request time for will-call ambulance and Medicare as necessary.
- Request patient escort when appropriate.
- Track patient scheduling for tests and procedures, informing the care team of anticipated times.
- Track patient activity on and off the patient care unit, monitoring and updating bed tracking as necessary.
- Verify and reconcile unit census for accuracy in collaboration with the charge nurse and/or Clinical Coordinator.
- Perform other duties and responsibilities supporting patient flow as delegated by unit leadership.
- Desk Flow Clerical Organization:
- Receive and distribute patient care unit deliveries to patients and staff, ensuring that all necessary items are accurately and efficiently delivered.
- Accept deliveries and stock them in the appropriate place.
- Maintain a clean, uncluttered nursing station and tube station, ensuring that all necessary supplies and equipment are readily available.
- Place service requests for equipment and repair, following up to ensure that repairs are completed in a timely manner.
- Maintain and track an adequate supply of forms, clerical equipment, and nursing supplies according to patient care unit standards.
- Accurately complete and submit supply requisitions.
- Perform basic computer/printer maintenance, including adding paper, toner, and fixing printer jams.
- Maintain a list of staff assignments and phone numbers, distributing it as necessary.
- Ensure that unit signage is stocked and up-to-date.
- Demonstrate the ability to use online systems as required.
- Attend necessary training classes to perform the job.
- Perform other duties and responsibilities delegated by unit leadership.
Qualifications:
- High School or GED.
- Excellent communication and customer service skills.
- Computer experience.
Preferred Qualifications:
- One year of college or business school.
- Unit secretary experience.
- Medical terminology.
