ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE:                                      Unit Secretary                    

REPORTS TO POSITION:         Department Manager/Supervisor

DEPARTMENT:                         Varies

DATE LAST REVIEWED:          January 12, 2017

OUR VISION:                Creating America’s healthiest community, together

OUR MISSION:             In the spirit of love and compassion, better health, better care, better value

OUR VALUES:              Accountability, Caring and Teamwork

DEPARTMENTAL SUMMARY: The Unit Secretary work on various units throughout St. Charles Health System.  These departments include but are not limited to Med/Surg, Medical, Surgical, Ortho/Neuro, Pediatrics, Inpatient Rehab, Intermediate Care Unit, Intensive Care Units, Procedural departments and floats.  These departments provide 24/7 specialized care to patients throughout their hospitalization and discharge.

POSITION OVERVIEW: The Unit Secretary helps to facilitate functions of the department, by performing clerical duties related to patient care and department flow.  Responsibilities include administrative duties within the department.  Acts as the department facilitator; communicates with the general public and various hospital departments, physicians and nursing personnel.  This position does not directly supervise any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Serves as department receptionist, receiving and transmitting messages (personal, telephone, computer) or inquiries to the appropriate destination.

Responsible for (or assists with) data input using EMR, staffing and charge capture systems, electronic bedboard, charge entry and charge reconciliation.

Performs other general administrative duties as required (e.g., emails, filing, ordering supplies, etc.).

Performs stocking of the nurse servers in patient rooms and specialty carts or areas on a routine basis.

Assists in maintenance of equipment as needed.

Orders departmental non-medical supplies as needed.  

Assists with maintenance of scheduling and various operational processes as directed by Supervisor/Manager. 

Setup/cancel patient appointments as directed.

Transport patients, blood, specimens and other items as needed.

Answer call lights as needed.

Demonstrates awareness of and supports St. Charles Health System’s departmental and operating unit goals through participation in continuous quality improvement and departmental activities.

Participates in activities that promote professional growth and development of self and others.

Communicates (both written and orally) effectively and maintains professional relationships with caregivers, medical staff, patients, and guests.

Identifies work-related problems with possible solutions and implements solution(s) (within scope of practice), when appropriate.

Participates in creating a healing environment that supports all aspects of the care environment and the wholeness of each individual, patient and caregiver.

Participates in creating intentional relationships and demonstrates focus attitudes and behaviors that enhance the care experience.

Supports the vision, mission and values of the organization in all respects.

Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality.  Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate. 

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION                  

Required: High school diploma or GED.

Willingness to take additional courses as requested.

Preferred: N/A 

LICENSURE/CERTIFICATION/REGISTRATION

Required: AHA Basic Life Support for Healthcare Provider certification.

Preferred: N/A 

EXPERIENCE

Required: Customer service and clerical experience. 

Preferred: Previous hospital experience/medical terminology. 

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION: 

Skills:

Must have excellent communication skills and ability to interact with a diverse population and professionally represent SCHS. 

Ability to effectively interact and communicate with all levels within SCHS and external customers/clients/potential employees

Strong team working and collaborative skills

Ability to work under pressure in a fast-paced environment

Ability to multi-task and work independently 

Attention to detail

Excellent organizational skills, written and oral communication and customer service skills, particularly in dealing with stressful personal interactions

Excellent organizational and multi-tasking skills

Demonstrated ability and experience in computer applications, use of electronic medical record keeping systems and MS Office.

Schedule Weekly Hours:

Caregiver Type:

Shift:

Is Exempt Position?

Job Family:

Scheduled Days of the Week:

Shift Start & End Time: