Unit Secretary

Summary

The Unit Secretary has the role of providing various administrative and patient facing duties in the rehabilitation hospital. Unit secretaries interact with mulit-professional departments to coordinate the care of admitted patients. Acts as a liaison between hospitals, clinical staff, providers, and patients to process referrals and consultations. The unit secretary is first line communication for all incoming calls to the nursing units, admits and discharges patients from the electronic medical record, and keeps organized details for appointments and transfers of patients.

Essential Job Responsibilities

• Clerical and Administrative Support - Each unit secretary is required to perform the following skills:

• Communicates and exchanges information in a timely manner with employees from departments in acute care hospitals that provide services for Mary Free Bed patients.
• Completes applicable physician orders and requests from the nursing staff and communicates according to policy or department processes.
• Confers with the responsible RN to schedule patient activities and tests
• Maintains appropriate lists for nursing and physicians with updated information.
• Answers telephones, takes messages, and communicates messages to the appropriate person
• Performs clerical functions such as admissions, discharges, and transfers of patients according to policies and processes.
• Monitors supply levels, and orders office supplies and equipment as needed. Receives and places items in proper storage areas.

• Communication - Each staff member in the Nursing Department is responsible to communicate in a timely, professional, and respectful manner always.
• Competently and professionally manage multiple communication systems simultaneously, including answering and triaging incoming calls using mulit-line phone system, internal communication with staff, monitor email, and face-to-face requests from staff, patients, and families.
• Employee training and competency assessments - Each unit secretary is responsible for orientation and training of new employees. Additionally, each employee must complete all required training and competency assessments prior to the posted deadlines.
• Working knowledge of Microsoft Word, Outlook email, Excel, medical EMR and basic knowledge of PC applications.
• The unit secretary is also responsible for other department tasks, as assigned, and in alignment with departmental policies and procedures. Performs assignments as directed by management and provides input on new services or revisions to new/existing policies and procedures as appropriate.
• Embrace Diversity, Equity, and Inclusion, by:

Treating everyone with dignity and respect

Opening more doors to opportunities for underrepresented cultures

Growing talent and people

Evaluating and eliminating disparities

Taking action against injustices, bias and racism

Honoring our differences and how to collaborate

Educating staff, patients, and the communities we care for

Restoring Hope and Freedom, together

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• Minimum of 2 years college experience or equivalent years of experience in administrative work.
• Computer experience with high accuracy level of data entry
• Excellent telephone and customer service skills
• Outstanding organizational, interpersonal communication and overall customer service skills.
• Ability to perform in a high paced environment with a positive attitude and interact with professional staff in an appropriate manner.

Preferred Job Qualifications

• Associate degree in health-related field
• Knowledge of medical terminology and clinical rehabilitation.

Physical Requirements for Essential Job Qualification

Levels:

• None (No specific requirements)
• Occasionally (Less than 1/3)
• Frequently (1/3 to 2/3)
• Majority (More than 2/3)

Remain in a stationary position: Majority

Traverse or move around work location: Occasionally

Use keyboard: Frequently

Operate or use department specific equipment: None

Ascend/Descend equipment or ladder: None

Position self to accomplish the Essential Functions of the role: None

Receive and communicate information and ideas for understanding: None

Transport, position, and/or exert force:

Up to 10 pounds: Occasionally

Up to 25 pounds: _____

Up to 50 pounds: _____

Up to 75 pounds: _____

More than 100 pounds: _____

Other weight: Up to___ pounds _____

Other: None

The above statements are intended to describe the general nature and level of work being performed by employees in this classification. If you require a reasonable accommodation to perform the essential functions of this position, you must request accommodation in writing, within 182 days after you know or should know of the need for accommodation.

Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability, or other legally protected characteristic.