Unit Secretary

• Assist with collation, labeling and preparation of new medical records and other unit worksheets.
• Notify the Nursing and Dietary office of resident admissions and discharges.
• Admission readiness includes preparing the door, C.N.A. sheets, welcome packet, entering admissions information into Matrix, for example: diagnosis, pharmacy, allergies and religion.
• Resident discharges, complete discharge summary paperwork prior to resident leaving the unit.
• Maintain daily resident appointments; including arranging transportation and preparing the documents needed for appointment.
• Knowledgeable of the operations of the lifeline system and fire panel.
• Create outside physician consult packets when needed.
• Review 3-11 and 11-7 shift information for admissions and/or transfers to hospitals and perform necessary follow up tasks, including bed hold notifications.
• Assist with the preparation of records and arrangements and discharges.
• Keep I.D. Summary Sheet current.
• Update/Check CNA assignment sheets daily & weekly to ensure staff have up to date resident information.
• Maintain updated census sheets for nursing staff.
• Check shredder bin and call facilities if it needs to be emptied.
• Check printer/fax paper and replace as needed.
• Keep medical records current, orderly and in good repair. Thin and file excess chart forms in accordance with procedures. Fill in headings on new forms as needed.
• Always assures confidentiality and discretion while handling all confidential resident/patient information.
• Complies with access level and minimum necessary guidelines for use of (PHI) Protected Health Information.
• Audit records for missing items and signatures.
• Update the following unit specified checklists: resident bath/shower schedule, physician order renewals, physician visits.
• Take responsibility for monitoring, ordering and receiving all unit supplies, i.e.: medical, stationary, and dietary/kitchen.
• Answer the telephone, route telephone messages accordingly. Relay messages to other units and departments accordingly.
• Respond to call lights and locate appropriate staff member and alert of the resident’s needs, if unable to assist.
• Check the census daily for accuracy.
• Collect incoming and outgoing unit mail from the unit and mailroom daily.
• Update and maintain all unit manuals and bulletin boards.
• Track and facilitate resident appointments at the Caswell Hall Hair Salon, including transporting residents to and from their appointment.
• Pass trays, help with activities, provide assistance to the Charge Nurse or Nurse Manager as assigned and needed, and coordinate any specialist visits for residents.
• Committed to working with residents and families to develop and implement strategies that promote person-centered care.
• Applies “5 Star” customer service approach in all aspects of job.
• Adheres to all company policies, procedures, and standards of conduct.
• Reports to the appropriate managers any known or suspected violations of policy and procedures, regulations or standards of conduct.
• Attends required in-services and training.
• Performs additional duties as assigned.

Qualifications:

• High School Diploma or equivalent required, Associate Degree in Business Administration preferred.
• 2 yrs. of relevant project management, medical office management, or administrative experience or a combination of education and experience from which comparable knowledge and skills are acquired.
• Must possess organizational skills, and be proficient with computer skills (excel/word/outlook). Matrix experience a plus.
• General knowledge of medical and nursing terminology.
• Strong communication and customer service skills.
• Ability to relate well to the senior population.
• CPR and Dementia Training highly preferred.
• Ability to maintain positive working relationships with residents, their families, peers, and other staff members.

Supervision of Others:    None

Americans With Disability Specifications

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is not exposed to weather conditions.

The noise level in the work environment is usually moderate.