UNIT SECRETARY at Westchester Medical Center – Poughkeepsie, New York

The Unit Secretary assists the professional nursing staff by performing specific tasks contributing to the care of the patient and the functional operation of the unit. These clerical and receptionist functions are performed under the direction and supervision of the Nurse Manager, Charge Nurse, and/or registered nurse.

RESPONSIBILITIES

• Receptionist Function
  • Provides assistance to hospital staff, patients and their families and visitors, providing information and directions as needed.
  • Answers telephones quickly with professional phone etiquette, takes messages, and responds to inquiries for routine information, relays calls to patients, gives directions, and refers inquiries to nursing and physician staff accurately, in a courteous and timely manner.
  • Answers patient call bells quickly through the system console and notifies nursing staff of patient's needs.
  • Coordinates activities on the unit, including but not limited to: directing transportation; scheduling patient procedures and treatment.
  • Makes appropriate requests for work orders and follows up to ensure completion.
  • Maintains an orderly, safe and clean environment within an assigned unit.
• Clerical Function
  • Physician consults; notifies provider and or provider office/service of requested consult and documents task in the EMR.
  • Gathers information for Nursing QI projects. Provides support re: data gathering reporting.
  • Anticipates the needs of the physicians and nursing staff. Consistently is aware of and provides assistance as needed.
  • Communicates with other hospital divisions and Transfer Center.
  • Uses computer applications or other automated systems such as Cerner, Teletracking, Tiger Connect, Forms Fast, Family First and email in performing work assignments as directed by the Nurse Leader.
  • Serves as a resource for colleagues and new employees. Assists in the orientation of new personnel. Consistently and proactively provides guidance to other staff members.
  • Maintains unit files and logs.
• Maintains the Medical Record.
  • Establishes and maintains patient charts upon admission and discharge.
  • Prepares patient flow sheets as directed
  • Duplicates and/or faxes records as necessary.
  • Checks records and forms for completeness and accuracy and makes necessary changes
  • Processes patient charts after discharge, making sure all papers are labeled correctly with the patient label and all forms have been collected and filed correctly. Wipes down chart after discharge.
• Assures an adequate level of supplies in the Department.
  • Maintains unit supply inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders and verifying receipts.
• Performs other related duties as assigned.

QUALIFICATIONS/REQUIREMENTS:

EXPERIENCE

• A minimum of one to two years of experience in an office setting with a working knowledge of medical terminology, preferred.
• Demonstrates proficiency in Keyboarding and other computer skills required to enter orders/charges.

EDUCATION

• High School Diploma or equivalent, required.

LICENSES/CERTIFICATIONS

• None

OTHER

• If applicable, the individual performing this job may reasonably anticipate coming into contact with human blood and other potentially infectious materials. Individuals in this position are required to exercise universal precautions, use personal protective equipment and devices, and learn the policies concerning infection control.
• Demonstrated verbal communication and listening skills as necessary, demonstrates proper telephone etiquette, good organizational skills, and is courteous and helpful to all individuals in a non-discriminative manner.