Medical Secretaries
1 week ago
Location:-NYS Veterans Home at St.Albans 178-50 Linden Blvd Jamaica, NY 11434
Job description:-
1. Computer & Technology Skills (CRITICAL)
- A Nursing Office Secretary / Staffing Coordinator must be highly computer-literate and comfortable with multiple systems that can work interchangeably cooperatively in the Nursing office.
- Proficient use of desktop and laptop computers
- Ability to multitask across multiple software platforms
- Fast and accurate data entry
- Microsoft Office Skills:
- Microsoft Outlook
- Professional email communication
- Calendar and meeting management
- Microsoft Word
- Creating memos, reports, policies, and correspondence
- Microsoft Excel (ESSENTIAL)
- Creating and updating staffing spreadsheets
- Using formulas (SUM, IF, COUNT)
- Sorting and filtering data
- Tracking:
- Staffing levels
- Callouts
- Overtime
- Agency usage
- Vacancies
- Generating reports for DON, HR, and Administration
- Why this matters: Accurate spreadsheets support staffing compliance and survey readiness (F725, F726).
- Develop and maintain staffing schedules for all shifts
- Understand RN/LPN/CNA ratios and skill mix
- Adjust schedules based on census and acuity
- Track callouts, replacements, and overtime
- Minimize agency usage when possible
- Maintain and safeguard the Nursing Education/In-Service tracking spreadsheet, ensuring accurate documentation of education provided, dates completed, and staff attendance
- Monitor evaluation timelines and provide reminders to supervisors in coordination with Human Resources when staff evaluations are due
- Assist with scheduling interviews and coordinating appointment logistics for nursing leadership and Human Resources
- Basic knowledge of CMS staffing regulations
- Understanding of facility policies and union rules
- Awareness of survey expectations and staffing audits
- Prioritize tasks effectively
- Maintain accurate and up-to-date records
- Meet deadlines consistently
- Handle multiple urgent requests simultaneously
- Clear, professional verbal and written communication
- Will take minutes for Nursing meetings and report to DON/ADON
- Will monitor schedule meeting for DON / Nursing department
- Ability to interact with nursing staff, leadership, HR, and administration
- Proper escalation of staffing issues to DON/ADON
- Quickly identify staffing gaps
- Propose workable solutions
- Anticipate staffing needs
- Identify patterns and trends in staffing challenges
- Preventing scheduling errors
- Ensure accurate timekeeping and staffing documentation
- Verify credential and assignment accuracy
- Maintain confidentiality of personnel and staffing information
- Comply with HIP nd HR confidentiality standards
- Always demonstrate ethical behavior
- Work closely with DON, ADON, supervisors, and HR
- Support leadership decisions
- Respect chain of command
- Scan and organize documents; create and maintain secure electronic folders for records in accordance with facility policy and regulatory requirements
- Work collaboratively with Medical Records personnel to ensure resident incident reports are properly safeguarded, scanned, dated, labeled, and readily available for internal review or external investigation
- 10. Reliability & Stress Management
- Remain calm under pressure
- Handle staffing emergencies professionally
- Dependable and accountable
- Experience with staffing software (eVital, Kronos, or SmartLinx,
- Familiarity with payroll systems
- Previous healthcare or nursing home experience
- Note: Will perform duties as assigned by DON/ADON
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