UNIT SECRETARY

The Unit Secretary on the behavioral health units is responsible for daily administrative duties and providing assistance to the behavioral health team. This position is critical in ensuring the smooth operation of the unit by efficiently managing communication, patient records, and administrative tasks. The Unit Secretary will also deliver high-quality patient care when needed due to unit acuity or staffing needs. The unit secretary will assist in patient care in the department under the supervision of a registered nurse. The Secretary must be capable of physically assisting patients, dealing with patient emergencies and working as a member of the clinical team. The individual in this role is expected to be organized, compassionate, and capable of multitasking in a fast-paced environment.

Position Type/Expected Hours of Work

This is a full-time, fully onsite position, and hours of work and days are subject to the needs of the program which operates on a 24 hour; seven days a week basis. 

Work Environment

The secretary must be able to perform each essential job duty satisfactorily. The requirements listed below are representative of the knowledge, skill, experience, and ability necessary to perform this job. The secretary will work in an environment with patients who have moderate to severe psychiatric concerns and/or behavioral issues. There is the possibility that the secretary could be exposed to violent behavior from patients and/or infectious disease as part of their daily duties. 

Essential Duties

• Manage the day-to-day administrative tasks of the unit, including answering phones, trouble shoot and load paper for copier, fax, printer, etc., Answer patient and visitor calls via intercom system, relay messages to staff and physicians.
• Maintain patient information in the electronic medical records (EMR) system, ensuring confidentiality and compliance with HIPAA regulations.
• Assist with emergency codes as needed within scope of practice.
• Assists in the admitting, discharge and transfer of patients ensuring accuracy of paperwork and maintaining patient articles/items.
• Greets patients, families and physicians coming to the unit and collects outside visitors belongings per policy 
• Orders supplies for the department and consistently strives to keep work areas neat, clean and clutter free.
• Performs downtime procedures.
• Responds to crisis situations on all Mental Health units by calling Unit Codes at appropriate times.
• Sorts and distributes incoming mail; thins charts as needed; copies chart as required and files information on patient chart. 
• Vital Signs: monitor and record vital signs, including temperature, blood pressure, pulse, respiration rates, oxygen saturation, and weights as needed and report any abnormalities to the nursing staff. 
• Completes 15-Minute checks on the Rovers 
• Patient safety: Observe and report any changes in patients conditions to the nursing staff. Ensure the safety and comfort of patients by following established protocols. Utilize restraints and assistive devices appropriately. Assist with emergency codes as needed. 
• Documentation: Document patient care activities and observations in the electronic medical record (EMR) in a timely and accurate manner, including restraint documentation. 
• Infection Control: adhere to infection control procedure, including hand hygiene, proper use of personal protective equipment (PPR), and environmental cleaning
• 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 wellbeing. 
• Inventory patient belongings per policy 
• 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. 
• Have knowledge of how to complete an environmental check and/or a room check to promote safety on the unit.
• Team member will maintain annual education requirements for hospital-based certifications 

Non-Essential Duties

• Assist in the orientation of new staff and volunteers to unit policies and procedures. 
• Attend and participate in unit meetings and contribute to discussions
• Help in maintaining inventory levels for medical supplies and equipment within the unit. Maintain and stock patient care supplies and equipment in designated areas
• Occasionally assist in transporting patients to other department within the hospital as needed
• Assist with non-clinical patient needs such as directing visitors to the appropriate locations within the facility

TRAVEL

No travel required. 

Other Duties

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Our Commitment to You:

Riverside Healthcare offers a comprehensive suite of Total Rewards: benefits and nationally rated employee well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more so your journey at and away from work is remarkable. Our Total Rewards package includes: 

For .5 to 1.0 FTE positions:

Compensation

• Base compensation within the positions pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift differential, on-call
• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Health Savings and Flexible Spending Accounts for eligible health care and dependent care expenses
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

For .001 to .49 FTE:

Compensation

• Base compensation within the positions pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift differential, on-call
• Opportunity for annual increases based on performance

Benefits

• Paid Leave Hours accrued as you work

Preferred Licensure/Education

• High School diploma or its equivalent preferred.
• Courses in communication, speech, business, and medical terminology are recommended.

Knowledge, Skills, and abilities required:

• Proficient in software applications
• Ability to manage stress appropriately
• Ability to prioritize multiple tasks and deadlines
• Comfortable working in confined or crowded areas
• Comfortable working alone or in a team environment

Language Skills

• Proficient written and verbal communication skills
• Ability to read and comprehend instructions and correspondence 
• Ability to communicate the needs of the patients 

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, 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 patient communication in person or over the phone. 
• Vision: Needed to perform venipuncture and specimen handling. 
• Smell: Electrical/fire safety. 
• Hearing: Needed for patient communication in person or over the phone. 
• Touch: Needed to perform venipuncture and specimen handling. 

Lifting/Activity Requirements: 

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

• Sit: 15% 
• Twist: 2% 
• 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 
• 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.