Unit Secretary, Emergency Department

Statement of Purpose:

To register patients in an efficient manner, following hospital policy and procedure. Ensures that accurate patient information is obtained and keyed into the computer system. Receive visitors and patients, ascertain their needs and direct them accordingly. Performs clerical, receptionist and limited clinical duties within the Emergency Department. Courteously assists patients, patient families, and visitors as needed. Utilizes good communication skills. Demonstrates superior customer service skills and adheres to the JMH Standards of performance.


MAJOR TASKS, DUTIES AND RESPONSIBILITIES

1. Willingly assists in orientation of new employees and students.
2. Maintains composure, provides direction, and functions as a calming influence during high volume/high stress periods.
3. Maintains a clean, safe, orderly work area. Operates and makes minor adjustments/repairs to business machines.
4. Monitors department lobby area. Ensures waiting room area is neat and tidy.
5. Communicates regularly and works collaboratively with the Supervisor of Patient Access to address operational issues within the department.
6. Maintain working knowledge of JMH Intranet to obtain educational and administrative information.
7. Maintains patient confidentiality at all times
8. Presents a positive and professional attitude at all times
9. Adheres to JMH Dress Code.
10. Schedules planned PTO based on departmental policy.
11. Ensures that all job specific duties are performed accurately and timely.
12. Attends and participates in scheduled staff meetings.
13. Completes all required annual education to maintain current knowledge of regulations and hospital policies.
14. Ensures that any unexpected absences for a scheduled shift are communicated to the supervisor or designated person (Patient Access Lead).
15. Accurately works Patient work queues in order to assist JMH registration and practice management locations. Functions as Registration and Insurance Management team for JMH.
16. Communicates with Patient Access/Registration Supervisor of all operational department issues. Works toward process improvements for greater efficiencies.
17. Assures all patients have wrist bands, with a minimum of name and date of birth.
18. After medical examination, interviews patient or relatives at the bedside to obtain complete and accurate patient demographics and insurance information.
19. Maintains the ability to work independently and exhibits flexibility in obtaining patient registration and demographic information from patients in a professional and friendly manner.
20. Ensures that medical record assignment is accurate.
21. Ensures that all demographic and insurance information is verified and accurate.
22. Completes all registration information necessary for assigned insurance, i.e. Medicare Secondary Payer Questionnaire, IM from Medicare on all admissions, VA patients, etc.
23. Ensures that all HIPPA Privacy Regulations are met.
24. Collects co-pays at time of service or provides patient with instructions on prompt payment of co-pay.
25. Maintains accurate logging and receipting of all monies collected. Closes Cash Drawer daily.
26. Reconciles cash bag. Completes Cash Bag Audit sheet.
27. Refers to the Patient Financial Counselors when appropriate and/or when requested.
28. Ensures all physician orders are compliant: signature, diagnosis, patient name, and patient date of birth.
29. Maintains current knowledge and skills of all software required for the department; including but not limited to eRecord, Meditech, Systoc, and all on-line verification systems.
30. Following policy, collects and distributes patient valuables to and from the safe. Maintains accurate safe and patient valuable logs.
31. Upon discharge of the patient organizes the written chart, completes necessary computer and paperwork, sorts and delivers the discharge charts to medical records/physicians boxes and ER. Completes required forms as necessary, i.e., MSP, No Fault, etc.
32. Receives, places and transfers telephone calls using appropriate telephone etiquette, handles information requests with courtesy, accuracy, and respect for confidentiality. Prioritizes calls and accurately records messages.
33. Communicates messages in a timely manner. Assures staff awareness of EMS radio messages and arrival of all emergency room patients.
34. Utilizing computer or handwritten forms, ensures high degree of accuracy at all times. Familiar with and initiates downtime process. (Responsible for preparation of the downtime tote- ensures 30 packs are readily available.)
35. Assures preparation of appropriate forms for transfers to other facilities.
36. Assists in ordering and maintaining supplies and equipment including restocking of patient care areas, linen closets, EMS supplies, preparing charts, cleaning and preparing instruments for sterilization, ordering medications. Places orders, receives and places items in proper storage. Reports needed repairs and completes maintenance requests.
37. Assists in cleaning, making beds, and taking care of dirty linens.
38. Performs daily Quality Assurance checks as assigned, related to chart accuracy and completeness. Prepares reports as requested by Administrative Director. (i.e. verifies discharges are complete, Cobra Forms completed, etc.)
39. Willingly accepts assignment of tasks and acts as team member within the ER and interdepartmentally. Promotes interdepartmental and interpersonal cooperation and open communication.
40. Acts as the liaison between the waiting room families/patients and ER staff.
41. Under supervision of the Registered Nurse, may assist in meeting the immediate needs of the Emergency Room patient by helping caregivers obtain vital signs, gathering needed medical supplies, positioning or transferring of patients to stretcher or wheelchair or to other areas in the hospital.
42. Performs EKG's.
43. Acts as the "Switchboard" in the absence of the switchboard operator.

1. Answers and screens all calls for processing and use of the PA system. Relays calls to the proper department or extension number. Completes call for patients who require assistance transfers and/or hold calls when necessary.
2. Pages doctors and authorized personnel over the intercom/PA system as well as beepers, as requested.
3. Pages STAT Calls, Code 99, Fire Alarm and other emergency pages. Receives disaster information, notifies proper personnel and departments. Signals all clear when notified by person in charge.
4. Informs customers of meeting, fire drills, disaster drills and other hospital functions.
5. Receives and records "after hour provider coverage calls/log and makes call to JMH on-call provider according to schedule with the message from the patient.

EDUCATION : High School Diploma or equivalency; two years of Medical Secretarial program preferred, comparable medical education will be considered.

EXPERIENCE : Six months related experience, knowledge of medical terminology necessary.

CONTACTS : Frequent contact with co-workers, physicians, patients and family members and visitors.

PHYSICAL DEMANDS : Normal office position (seated and walking) with occasional moderate to heavy lifting and transporting of patients and equipment

WORKING CONDITIONS : Normal; frequent exposure to disagreeable sights, sounds, smells, infections and communicable diseases.