Unit Secretary

Job Overview:

The Unit Secretary is responsible for a wide range of administrative and unit support activities in order to facilitate the efficient work flow of a patient unit. The Unit Secretary will answer, screen and transfer inbound phone calls, receive and direct the flow of patients, visitors and physicians as well as respond to patient call bells. He/She is responsible for retaining correct and appropriate medical information in the patient s charts; facilitate accommodations for the special needs of patients by ordering supplies, equipment (specialty beds) and inventory to provide for those needs. Collaborate with other departments to coordinate and prioritize the movement of patient s on admission through discharge, by acting as the gatekeeper of the unit. The environment of the unit is the responsibility of the Unit Secretary. Inputting computerized maintenance work orders, keeping the hallways and patient rooms clear of clutter, returning specialty equipment when not in routine use. Ensure that patient rooms are in a constant ready state by expediting discharged patients and making rooms available for new admissions as soon as possible. The Unit Secretary will work autonomously under the immediate supervision of the ED Director, following up on phone messages from physicians and proactively ensuring that patients and families are being cared for properly. This posiiton will collect patient-feedback through customer service rounds and/or through discharge patient call-backs. The Unit Secretary will participate in staff meetings, patient rounding sessions and audits in order to address unit needs based on patient census/ and acuity changes.

Qualifications:

Required:

• High School Degree Required
• 2-3 years experience working in a fast-paced healthcare facility or experience working in an acute care or long term care facility is required
• Computer skills including Microsoft Word, Excel and Outlook are necessary
• Customer-focused communication skills (verbal/written) required
• A working knowledge of medical terminology, confidentiality of medical records, HIPAA, and Patient Rights is necessary

Preferred:

• Associates degree preferred

Certifications (if applicable):

• Technical Training Certification desired

Scheduling Requirements:

• Shift working: 7:00am-7:00pm with every other weekend and rotating holiday requirements

Essential Functions:

• Acts as office administrator of the unit, using positive verbal and non-verbal communication skills by demonstrating effective customer service skills with patients, visitors, co-workers, physicians and ancillary departments.
• Facilitates the patient admission, transfer, and/or discharge process through effective communication, written and oral with hospital staff, patient/family and external facilities copying required patient information documenting all admissions, transfers, and discharges in the unit log including those that occurred on the week-ends.
• Manages incoming calls by directing calls to the appropriate staff member and place outgoing calls to support the patient care needs. Documents messages and follow up on outstanding patient issues including those issues deemed as requiring escalation in accordance with policy/procedure.
• Responds to patient, family and employee questions by addressing their concerns in a timely, efficient courteous manner.
• As applicable (and in the event of when electronic downtime procedures are in effect) maintains all components of medical records to ensure all documents have patient labels, and all entries are dated and timed.
• Upon arrival and throughout his/her shift consistently organizes information to facilitate patient care/flow including the printing of the unit census, bed count, RN assignment and tracking of patient alerts (flags).
• Is aware of patient flow and changes in census and bed availability. Communicates directly to Bed Board and primary nurses patient admissions and transfers. RN s are not to be called to the phone. Unit Administrator is the coordinator of patient flow.
• Assists the nurse manager/designee in the development, coordination and distribution of Unit meetings including agenda and minutes, huddles and forms management.
• Order and organize supplies including special order supplies and equipment, maintain par levels for the unit. Facilitates the return of specialty equipment when it is no longer in use. Specialty Beds at discharge must be returned to company. Paper supplies ordered if par levels not in place Nurse Leaders to develop criteria for ordering. Patient Education materials and folders available at all times.
• Participates in patient rounding as needed and completes appropriate checklists for validation. Rounds on all admitted patient rooms to ensure appropriate room set up. Rounds on discharge to ensure personal belongings/supplies/equipment removed.
• Conducts audits as assigned by nurse manager to ensure patient safety, compliance with protocols and quality outcomes.
• Completes unit assessment rounds at the end of his/her shift, ensuring the unit is left clean, uncluttered and unused equipment is removed from hallways/rooms and stored.
• Working with nursing designated individual(s) acts as a liaison between the unit and staffing department to facilitate staffing levels of the unit based on information including daily census.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits and Perks:

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.

• Paid Time Off (PTO)
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Retirement Plans
• Short & Long Term Disability
• Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered,

high-quality academic medicine in a compassionate and equitable manner, while delivering

a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

Equal Opportunity Employer