Unit Secretary

Position Summary

Performs the duties of receptions and maintains all clerical activities of the nursing unit, including transcription of physician orders, and admission and discharge procedures. Performs under the direction and supervision of a professional nurse.

Position Summary Expanded:

Under the Oklahoma Medical Marijuana and Patient Protection Act, (“The Unity Bill”) this position is considered a “Safety-sensitive position. “Safety-sensitive” is defined to include “any job that includes tasks or duties that could affect the safety and health of the employee performing the task or others.” Employees working in “safety-sensitive” roles are subject to this exception and subject to disciplinary action in the event of a positive test for marijuana or its metabolites.

Minimum Qualifications

· Basic computer skills using Microsoft Word and Excel

· Familiar with medical terminology

· Ability to use independent judgment and import confidential information.

· Must possess superb organizational skills

· Must have excellent oral and written communication skills

· Must have the ability to identify and work to solve problems as they arise

· Must be motivated as well as a self-starter who can work independently; however capable to take direction as appropriate

· Must have excellent interpersonal skills and work effectively and efficiently with healthcare professionals both in and out of the hospital environment.

Education and/or Experience

· High School graduate or equivalent.

· Licensure, Registry or Certification: None required.

· Prior Work Experience: Clerical and medical terminology experience preferred.

· OSHA Blood borne Pathogens Class I.

Licensure/Certification

· None

Language Skills

· English is the primary language of the Hospital.

· Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures or governmental regulations.

· Ability to effectively present information and respond to questions from groups of board members, managers, physicians, clients, customers, employees, and the public.

Mathematical Skills

· Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals.

· Ability to compute ratio, percent, rate, as well as the ability to create and interpret graphs.

Reasoning Ability

· Ability to apply common sense understanding to carry out instruction furnished in written, oral, and/or diagram form.

· Ability to define and solve problems, collect data, establish facts, and draw valid conclusions.

· Ability to interpret an extensive variety of technical instructions in statistical or diagram form and deal with several abstract and concrete variables.

Essential Functions and Responsibilities

· To perform this job successfully, an individual must be able to perform each key function satisfactorily.

· Each category will be assessed on performance measurements of appropriateness, efficiency, effectiveness, and timeliness.

· Reasonable accommodations may be made to enable individuals with disabilities to perform the key functions.

Job Functions

1. Maintains accurate and timely records according to hospital policy and procedure.
2. Checks all charts when physician has completed them in order to obtain STAT and discharge orders.
3. Scans all orders to the file and other appropriate documents, enter all pertinent information on appropriate requests and gives chart to the Registered Nurse to note in a timely manner.
4. Notifies appropriate departments of all stat orders immediately after checking with the Registered Nurse has noted all orders.
5. Initiates, assembles, and maintains charts for all patients on the assigned unit(s). Makes up new charts as needed. Check charts and maintain proper documents in charts.
6. Checks all charts for headings and blank spaces and assures that allergies are written in and that laboratory and ECG reports are on the correct chart.
7. Gives exchange report to other unit clerks and health care personnel providing accurate and complete information on patient(s) at the change of shift, when a patient is transferred to another unit, admitted, discharged, and at intervals during the shift when required.
8. Functions proficiently in unit nursing modalities.
9. Other duties as assigned.

Additional Responsibilities

· Comply with HIPAA regulatory requirements.

· Adhere to the hospital’s philosophy, mission, and policies and procedures.

Interpersonal Skills

· Demonstrates active listening techniques.

· Gains support through effective relationships.

· Treats others with dignity and respect; seeks feedback.

· Always demonstrates honesty and integrity in care and use of patient and hospital property.

· Demonstrates and understands the importance of and respect for the rights, dignity and individuality of each patient in all interactions.

· Demonstrates respect for co-workers and responds to the needs of patients by complying with hospital policies.

Continuing Education

· Attend in-service training sessions, facility meetings, and continuing educational opportunities appropriate to responsibilities.

Attend continuing education required for maintenance of professional certification or licensure as needed.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to work inside a clean, well-lit, and well-ventilated laboratory. While performing the duties of this position, the incumbent is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move a minimum of 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus. The noise level in the work environment is usually moderate. The employee may be exposed to some hazards such as radiation, bodily fluids that may contain disease, and fumes from laboratory chemicals. The employee may be required to travel frequently.