Unit Secretary Job at Loretto
Overview:
Job expectations for all Loretto employees:
Under the direction of the Office Supervisor and other nursing leadership, provides secretarial and clerical support for managerial and direct care staff in a nursing unit. Responsibilities include maintenance of resident and unit records, receptionist activities, coordinating with other departments, maintenance of equipment and supply inventories, and post discharge phone calls.
Responsibilities:
Job duties specific to this position:
- Nursing unit operations
- Demonstrates knowledge of facility goals and mission.
- Demonstrates the ability to organize and implement effective clerical systems.
- Demonstrates computer literacy while working with email, data entry or word processing programs. Demonstrates proficiency with MS Office applications (Outlook, Word, etc.) and is able to learn new software rapidly, including but not limited to EMR and maintenance work order systems. Completes data entry tasks with accuracy.
- Accurately updates daily Resident Care Assignments and ADL sheets in the computer with information from NM, CC, RN, and LPNs.
- Completes monthly ADL sheets for all residents.
- Sets up resident appointments, arranges transportation for resident consistent with consults and other outside resident appointments.
- Utilizes effective systems to coordinate, track and communicate unit activities (i.e. resident appointments or consults).
- Answers the unit phone, and resident call system. Guides and directs resources to meet the resident/family member needs.
- Organizes workday and recognizes priorities.
- Maintains and orders medical supplies, medication stock, and office supplies at levels consistent with established par levels with the Nurse Manager.
- Promptly completes clerical assignments as requested or needed.
- Performs all filing required for day-to-day operation of the unit, including filing documents into the current medical record as well as discharged files.
- Demonstrates knowledge of operation of copy machine, fax machine, printers, telephone systems and paging systems.
- Keeps the nurses station neat, clean and organized. Cleans charts as needed.
- Keeps clean utility room neat, clean and organized.
- Displays resourcefulness in completion of daily tasks.
- Ensures resident mail and newspapers are delivered.
- Demonstrates knowledge of emergency policies and codes.
- If certified as a CNA, assists with the delivery of care, including activities of daily living, meal assistance, outside appointments, transport and leisure activities when indicated.
- Serves breakfast and lunch to residents.
- Covers other units as required for when other unit secretaries are not at work.
- Responsible for keeping all unit bulletin boards current, and ensures boards are used per policy.
- Medical Records
- Demonstrates knowledge of medical terminology.
- Completes top portion of consult sheets accurately and timely.
- Files reports into the medical record accurately.
- Maintains the medical record by thinning appropriate information per thinning policy in a timely manner.
- Sets up new admission charts, places name tag on resident’s door and breaks down discharged charts accurately and timely.
- Copies the chart for transfers to hospital and alternate facilities.
- Nursing Documentation
- Responsible for supporting processes and activities that support a complete medical record and an efficient nursing operation.
- Takes minutes at required meetings or when asked to do so.
- Completes year-end statistics.
- Keeps accurate records of wanderguards for expiration and low batteries.
- Faxes end of month billing to Finance department (i.e. bladder scans).
- Emails end of month statistics to Nursing Administrative Assistant (i.e. outpatient appointments, number of incontinent residents, etc.).
- Maintains shot record book for influenza and pneumonia vaccine with dates the injections were administered. Submits worksheet to Infection Control Nurse as required.
- Customer Service/Communications
- Serves as a role model and is a credible, respected leader
- Demonstrates strong interpersonal skills in dealing with supervisors, peers internal and external customers.
- Demonstrates excellent customer service when interacting with residents, visitors, families and coworkers by being friendly, courteous and displaying a positive attitude.
- Effectively communicates verbally and in writing by taking accurate messages and disseminating the correct information.
- Always maintains confidentiality of information related to resident and families.
- Develops and maintains cooperative and professional relationships with coworkers.
- Utilizes problem-solving abilities to recognize and respond to emergent situations efficiently and effectively.
- Ensures the highest quality of care by performing responsibilities according to the highest professional standards.
Job expectations for all Loretto employees:
- Promotes and role models the mission, values, vision and strategic goals of Loretto in all interactions with staff, peers, residents, family members, vendors and visitors. Treats people with dignity, professionalism and kindness.
- Demonstrates excellent internal and external customer service skills such as friendly greeting, making eye contact, listening attentively, responding in a timely manner, showing respect and empathy and acting as a role model for staff and peers.
- Demonstrates excellent work attendance, reliability and work ethics. Arrives at facility on time for assigned shift and prepared to work.
- Attends and actively participates in required meetings and training sessions including reorientation.
- Complies with established policies, procedures, and codes of conduct at all times (e.g., dress code policy).
- Adheres to all health and safety requirements, regulations, policies and procedures.
- Practices and teaches safety awareness. Identifies and reports or corrects any possible safety or environmental issues.
- Understands all HIPAA and other compliance & regulatory requirements associated with their role, including completion of required internal or external training/certifications.
- Performs a variety of related duties as assigned.
- High School diploma preferred. Minimum of a GED or ability to pass a written TABE test required.
- Medical Secretary training preferred.
- Demonstrates knowledge of medical terminology.
- Strong verbal, written and organizational skills required.
- Good customer services skills, including the ability to interact professionally with ill, disabled, elderly and at times emotionally upset people within the facility in a positive, respectful manner.
- Must be experienced with Windows based computer programming by typing 45 words per minute or better with accuracy.
- Proficient with MS Office (Outlook, Word, etc.) and able to learn new software rapidly.
PHYSICAL REQUIREMENTS
- Sitting/computer 60%
- Standing 15%
- Walking 15%
- Lifting 10% up to 50 lbs.
- Excellent medical, dental, prescription and vision insurance
- Disability coverage
- Tuition Reimbursement Program
- 401(k) Retirement/Pension Plans
- Discounted Gym Membership
- Free Loretto Health Clinic Visits
- Generous Paid Time-Off Accrual
- Fun events for employees
- Convenient locations with free parking
- Employee Coaches - to help you achieve life goals
- Diaper Assistance Program
- Opportunity for career growth and movement within 19 sites!
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