UNIT SECRETARY- TR/PRN

The Unit Secretary plays a vital role in supporting the daily operations of the hospital unit. This position is responsible for providing administrative assistance to the clinical staff, facilitating effective communication among the healthcare team, patients, and their families, and ensuring the smooth and efficient functioning of the unit. The Unit Secretary is key in maintaining organized records, managing patient information, and supporting the unit's overall workflow.

Essential Duties

Administrative Support:

• Manage the day-to-day administrative tasks of the unit, including answering phones, scheduling appointments, and maintaining patient records.
• Coordinate patient admissions, transfers, and discharges.
• Maintain up-to-date patient information in the electronic medical records (EMR) system, ensuring confidentiality and compliance with HIPAA regulations.
• Assist with emergency codes as needed.

Communication:

• Serve as the primary point of contact for incoming calls and in-person inquiries from patients, families, and visitors.
• Facilitate communication between the nursing staff, physicians, other healthcare providers, and community resources as needed.
• Assist in coordinating patient care by communicating with other departments.
• Assist in the coordination of patient flow within the unit, ensuring that patient needs are met promptly.

Patient Experience: 

• Engage with patients and their families in a manner that promotes comfort, trust, and understanding. 
• Address patient concerns with empathy and professionalism, striving to create a positive and supportive environment that fosters a sense of security and well-being.

Employee Experience: 

• Contribute to a positive and collaborative work environment. 
• Offer constructive feedback and assistance to peers, and engage in open communication to promote a culture of mutual respect and teamwork.

Clerical and Organizational Tasks:

• Maintain an organized and efficient work environment by managing supplies, ensuring that forms and materials are readily available, and keeping the unit's physical and digital spaces well-organized.
• Update unit communication tools, such as whiteboards and patient status boards, to reflect current patient information and staff assignments.

Flexibility:

• Demonstrates flexibility with assignments within professional scope/duties/licensure.

Non-essential Duties

• Assist with non-clinical patient needs, such as directing visitors to the appropriate locations within the facility.
• Ability to troubleshoot office/clinical equipment such as copier, printer, fax, and phone systems.
• Provide support during unit meetings by preparing agendas, taking minutes, and distributing meeting materials.
• Participate in unit-based quality improvement initiatives by providing administrative support for data collection and analysis.\"

Preferred Experience

• Previous experience in a healthcare setting, preferably in an acute care setting or hospital environment, is highly desirable.
• Familiarity with medical terminology, EMR systems, and HIPAA regulations.
• Strong organizational and multitasking abilities, with a keen attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office management software.
• Ability to work effectively in a fast-paced environment, handling multiple tasks simultaneously while maintaining a high level of accuracy.

Required Licensure/Education

• High school diploma or equivalent 

Preferred Education

• Completion of a medical secretary or healthcare administration program is preferred.

Employee Health Requirements

Exposure/Sensory Requirements:

Exposure to: 

• Chemicals: Alcohol, hydrogen peroxide, Betadine, cleaning products. 
• Video Display Terminals: Average 
• Blood and Body Fluids: Performs venipuncture and non-blood specimen collection and performs finger sticks for specimen testing, but the use of universal precautions and protection reduces risk. 
• TB or Airborne Pathogens: Minimal - if a patient is infected, it is possible that the health care worker would be exposed, but it is greatly diminished by adherence to universal precautions. 

Sensory requirements (speech, vision, smell, hearing, touch): 

• Speech: Needed for presentations/training, telephone communication, facilitate meetings, patient communication. 
• Vision: Needed to read memos, literature, draw blood, and perform specimen handling. 
• Smell: Electrical/fire safety. 
• Hearing: Needed for telephone communications, meetings, and listening to employee and patient concerns. 
• Touch: Needed to write, do computer entry, filing, draw blood and perform specimen handling. 

Activity/Lifting Requirements: 

Percentage of time during the normal workday the employee is required to:

• Sit: 15% 
• Twist: 2.5% 
• Stand: 30% 
• Crawl: 0% 
• Walk: 30% 
• Kneel: 0% 
• Lift: 5% 
• Drive: 2.5% 
• Squat: 5% 
• Climb: 2.5% 
• Bend: 5% 
• Reach above shoulders: 2.5% 

The weight required to be lifted each normal workday according to the continuum described below:

• Up to 10 lbs: Frequently 
• Up to 20 lbs: Occasionally 
• Up to 35 lbs: Occasionally Up to 60 lbs: Occasionally 
• Up to 75 lbs: Not Required 
• Up to 100 lbs: Not Required 
• Over 100 lbs: Not Required 

Describe and explain the lifting and carrying requirements. (Example: the distance material is carried; how high material is lifted, etc.): ). Putting away supplies. Lift above the head occasionally to place boxes on high storage shelves. Carry boxes up and down the stairs - distances up to 100 feet. 

Maximum consecutive time (minutes) during the normal workday for each activity:

• Sit: 30 
• Twist: .5 
• Stand: 30 
• Crawl: 0 
• Walk: 2 
• Kneel: 0 
• Lift: 5 
• Drive: 30 
• Squat: 1 
• Climb: .5 
• Bend: .5 
• Reach above shoulders: .5 

Repetitive use of hands (Frequency indicated): 

• Simple grasp up to 15 lbs. Normal weight: continuous 
• Pushing & pulling Normal weight: 50-200# 
• Fine Manipulation: Writing, keyboarding, restocking supplies, specimen handling, venipuncture, assisting examiner. 

Repetitive use of foot or feet in operating machine control: Not Required 

Environmental Factors & Special Hazards:

•  Environmental Factors (Time Spent): 
• Inside hours: 8.5 
• Outside hours : 0 
• Temperature: Normal Range 
• Lighting: Average 
• Noise levels: Average 
• Humidity: Normal 
• Atmosphere: 
• Special Hazards: 
• Protective Clothing Required: Gloves when handling blood and body fluids.