Job Summary

Under the supervision of the department director, manager and/or Registered Nurse, the Unit Secretary is responsible for performing a variety of receptionist and clerical duties relating to the updating and organization of information on the nursing units; coordinating work with the unit as well as with other units/departments; reporting pertinent information to the immediate supervisor; responding to inquiries and requests from staff personnel, etc.

Supports, and is responsible for incorporating into job performance, the FRHS mission, vision, core values and customer service philosophy and adheres to the FRHS Compliance Program, including following all regulatory requirements, and the FRHS Standards of Behavior.

Example of Essential Functions

• Receives, greets and directs patients, visitors and hospital personnel.
• Receives requests from patients and families and refers requests to appropriate person.
• Answers the telephone in a professional manner; directs calls to appropriate individuals and/or takes messages.
• Initiates, assembles and maintains medical records for all patients on the assigned departments.
• Transcribes physicians’ orders.
• Completes all forms, requisitions, computer verifications and communications necessary to implement orders.
• Utilizes computer to enter patient admission data, change orders, requisition supplies and generate/receive interdepartmental communications.
• Maintains patient kardex and medication administration record.  Records information on clinical graphic form.
• Files diagnostic and laboratory reports in patient’s medical records after review by RN.
• Prepares and processes medical records for transfer within the hospital and to other facilities.
• Prepares discharge charts for Medical Records Department.
• Records and communicates messages.
• Maintains adequate inventory of forms, materials and equipment.
• Prepares specimens for transports and timely delivery to other departments using appropriate communication forms and labeling  techniques.
• Prepares forms for charges and credits and maintains department logs, forms and other required statistics.
• Assist unit Nurses in transporting meds by removing them from tube station and placing in locked med station.
• Coordinates specific work tasks with other personnel within the unit as well as within other units and departments in order to ensure smooth and efficient flow of information.
• Responds to inquiries relating to the employee’s particular area within given timeframes and within established policy.
• Provides assistance to others in areas of expertise and to other nursing departments.
• Performs other duties as assigned.

 Required Knowledge, Skills and Abilities

• Excellent organizational skills as well as effective human relations and communication skills.
• Working knowledge of medical terminology and computer literacy, and keyboarding skills is required.
• Excellent communications and interpersonal skills required.
• Ability to work professionally with a diverse population base.
• Ability to keep patient and employee information confidential.
• Ability to understand written sentences and paragraphs in work related documents.
• Ability to work as part of a team.
• Meditech experience preferred.

Minimum Education, Training, and Experience Required

• High school diploma or equivalent.

• Satisfactory completion of a medical terminology course or one (1) year previous hospital, clerical or receptionist experience.
• If cross-trained to Nursing Assistant, current CPR certification and current Maryland Board of Nursing CNA certification.