Position Summary:

The Unit Secretary supports the nursing unit by providing administrative supportincluding receiving visitors and family members, answering the phones,admission paperwork and room readiness, daily census, coordinating thescheduling of appointments and transportation for the unit's residents andensuring appropriate inventory and supplies for the unit.

Essential Duties and Responsibilities:

• Assist with collation, labeling and preparation of new medical records and other unit worksheets.
• Notify the Nursing and Dietary office of admissions and discharges.
• Admissionreadiness includes preparing the door, C.N.A. sheets, welcome packet, enteringadmissions information into Matrix, for example: diagnosis, pharmacy, allergiesand religion.
• Residentdischarges, complete discharge summary paperwork prior to resident leaving theunit.
• Maintaindaily resident appointments; including arranging transportation and preparingthe documents needed for appointment.
• Knowledgeableof the operations of the lifeline system and fire panel.
• Create outside physician consult packets when needed
• Review3-11 and 11-7 shift information for admissions and/or transfers to hospitalsand perform necessary follow up tasks, including bed hold notifications.
• KeepI.D. Summary Sheet current.
• Assist with the preparation of records and arrangements and discharges.
• Update/CheckCNA assignment sheets daily & weekly to ensure staff have up to dateresident information.
• Maintain updated census sheets for nursing staff
• Checkshredder bin and call facilities if it needs to be emptied.
• Check printer/fax and replace as needed
• Keep medical records current, orderly and in good repair. Thin and fileexcess chart forms in accordance with procedures. Fill in headings on new formsas needed.
• Always assures confidentiality and discretion while handling allconfidential resident/patient information.
• Complieswith access level and minimum necessary guidelines for use of (PHI) ProtectedHealth Information.
• Auditrecords for missing items and signatures.
• Updatethe following unit specified checklists: resident bath/shower schedule, physician order renewals, physicianvisits.
• Takeresponsibility for monitoring, ordering and receiving all unit supplies, i.e.:medical, stationary, and dietary/kitchen.
• Answer the telephone, take and route messages. Relay messages to other units and departments accordingly.
• Respondto call lights and locate appropriate staff member and alert of the resident’sneeds, if unable to assist.
• Checkthe census daily for accuracy.
• Collectincoming and outgoing unit mail from the unit and mailroom daily.
• Updateand maintain all unit manuals and bulletin boards.
• Trackand facilitate resident appointments at the Caswell Hall Hair Salon, includingtransporting residents to and from their appointment.
• Pass trays, help with activities, provide assistance to the Charge Nurseor Nurse Manager as assigned and needed, and coordinate any specialist visitsfor residents.
• Committed to working with residents and families to develop andimplement strategies that promote person-centered care.
• Applies “5 Star” customer service approach in all aspects of job.
• Adheresto all company policies, procedures, and standards of conduct.
• Reportsto the appropriate managers any known or suspected violations of policy andprocedures, regulations or standards of conduct. 
• Attends required in-services and training.
• Perform additional duties as assigned.

Qualifications:

• High School Diploma or equivalent required, Associate Degree in Business Administration preferred.
• 2 years 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 serviceskills.
• Ability to relate well to the senior position.
• CPR & Dementia training highly preferred
• Ability to maintain positive working relationships with residents, their families, peers and other staff members.

Carleton-Willard Village is committed to providing equal opportunity for employment and advancement to all team members and potential team members. Carleton-Willard Village does not discriminate in employment on the basis of race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/ or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations.