Unit Secretary, Surgical Acute & Intermediate Care

Unit Secretary

Under general supervision, the Unit Secretary provides essential clerical, administrative, and communication support to the 24-bed Surgical Acute Care Unit, a post-surgical unit dedicated to the care and management of patients from various surgical services, helping to ensure smooth unit operations, timely communication, and the delivery of safe, high-quality, patient-centered care. The Unit Secretary also supports the Intermediate Care Unit (IMC).

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Provides a customer-oriented reception and information service for patients, visitors, family members and patient care providers. Coordinates messages and information to and from patients and patient care providers. Establishes effective, customer oriented relationships with internal staff, patients, visitors and healthcare providers.
2. Demonstrates a professional and customer-oriented appearance and demeanor at all times. Demonstrates appropriate verbal and telephone skills.
3. Ensures the integrity, completeness and confidentiality of the patient record, including compiling and ensuring completeness at discharge and transfer, according to standards set by Medical Records. Files patient information appropriately and notifies appropriate staff members of new information that affects patient care or patient flow.
4. Appropriately uses automated systems to access, enter and manage clinical information, including orders and requisitions, summary reports and other information.
5. Maintains confidentiality of all patient data (verbal, written, electronic).
6. Coordinates patient appointments and transportation and ensures that information about patient activities, appointments and requests is appropriately routed and acted upon.
7. Coordinates the movement of supplies, equipment, nourishment, laboratory specimens, and other patient care and administrative materials to and from the unit in an appropriate and timely manner. Orders, receives and distributes mail and supplies. Coordinates the ordering of online forms.
8. Provides clerical support activities (typing, filing, photocopying, mailing, census reconciliation, errands) as requested.
9. Provides support activities related to the electronic medical record (to include but not limited to, verifying physician attending in electronic medical record with the plate and taking corrective actions to update as needed, Admission/Discharge/Transfer (A/D/T) notifications, pull-up of patient lists, physician order monitoring and notification of nursing staff, label management, contacting helpdesk as needed, and providing support during down times).
10. Maintains the order and appearance of public areas (nurse's station, patient areas, etc.). Notifies support services when there are issues related to housekeeping or facilities maintenance. Follow up on identified issues and assures action is taken.

Ensures patient safety in the performance of job functions and through participation in hospital, department or unit patient safety initiatives.

1. Takes action to correct observed risks to patient safety.
2. Reports adverse events and near misses to appropriate management authority.
3. Identifies possible risks in processes, procedures, devices and communicates the same to those in charge.

Education & Experience

1. High School diploma or equivalency (GED).
2. A minimum of six months general office experience. Experience in a patient care or service setting is preferred.

Knowledge, Skills & Abilities

1. Ability to perform duties of a clerical nature, including filing, photocopying and basic keyboard skills. Ability to use computer systems in order to access and manage patient data.
2. Ability to demonstrate courteous phone etiquette.
3. Ability to organize work priorities, perform several duties simultaneously, and function in stressful situations.
4. Highly effective communication and interpersonal relationship skills are required to effectively interact with patients, families, nurses and other staff.