Unit Secretary

POSITION OVERVIEW

This position is responsible for the receptionist/secretarial duties within the nursing department.

The Unit Secretary is accountable to the Director of Resident Services.

ESSENTIAL RESPONSIBILITIES

Fully embraces a culture of hospitality and teamwork by living the Oakwood Core Values:

• Compassion: We care deeply about the people we serve and the people we work with on a daily basis. We work together to help one another.
• Faith: We have a commitment to remain true to the vision and mission of Oakwood.
• Inclusion: We include everyone. We welcome opinions and strive to consider different perspectives to create fair, welcoming, and accessible experiences for all.
• Integrity: We work to be transparent and fair. We act with honor and respect for our residents, their families, and our co-workers.
• Dedication: We care about the people we serve and work with on a daily basis. We are dedicated to providing superior service to one another and our community.

• Answers all in-coming calls and intercom, records and relays messages promptly.
• Cordially greets visitors to the department and directs them to the resident or staff member, and promptly directs all visitor inquiries to the appropriate individual.
• Sorts and distributes in-coming mail.
• Takes responsibility for the daily flow of activities at the nurse’s station.
• Inputs and updates computer data relating to face sheet admission Data Entry and Physician Orders.
• Prepares department requisitions as needed.
• Does various departmental typing, filing, and copying as needed.
• Assists in the maintenance of bulletin boards.
• Maintains nursing forms to assure compliance with State/Federal regulations.
• Maintains immunization record data entry for resident information.
• Keeps files drawers up to date.
• Notifies the various physicians of the required resident exams (e.g., physical, dental, urology, orthopedic, etc.) and maintains updated files on each resident.
• Calls doctor's offices for resident appointments, prepares records for audit, and arranges their transportation.
• Mails out telephone orders and tracks the orders to assure timely return.
• Mails out physician's order renewals.
• Prepares records to accompany each resident at time of doctor's visits, hospital admission, or transfer from Oakwood.
• Assists with admissions and discharges and transfers of residents:
• Ensures resident room is clean and prepared with welcome basket.
• Provides prompt communication to interdisciplinary team.
• Adds admission/discharge resident information to daily memo.
• Transcribes new orders on new admissions and daily orders.
• Takes pictures of new admissions.
• Keeps track of Medicare certifications.
• Attends staff development sessions that relate to professional development.
• Performs many similar duties as needed in order to meet the mission of Oakwood.
• Labels resident doors appropriately and updates as needed.
• Photographs identified wanderers and distributes photos for posting.
• Conducts QA monitoring as directed by Director of Resident Services or designee.
• All other duties as directed.

ESSENTIAL QUALIFICATIONS

• Proven ability to carry out responsibilities in a quality professional manner that results in the effective and efficient workflow throughout the department.
• Knowledge of secretarial practices and skills in the use of office equipment including personal computers and word processing software.
• Effectively communicate with the public/visitor contacts in a cordial, friendly and helpful manner.
• Organizes and prioritizes work while being accurate, detailed and to completion.
• Works collaboratively fostering effective teamwork in meeting the mission of One Oakwood.
• Works independently and makes sound decisions.
• Proven track record of handling confidential information and maintaining confidence.
• Demonstrates understanding, and empathy towards the residents, family members and staff members.

EXPERIENCE, EDUCATION, AND/OR TRAINING

• High school education or equivalency preferred.
• Proficient in Microsoft 365.
• Proficient in utilization in medical record keeping.
• Medical/health field experience preferred.