Unit Secretary - Skilled Nursing Katherine Luther Residential Health Care & Rehabilitation is looking for an organized, dependable Unit Secretary to join our nursing team. The Unit Secretary helps keep our nursing units running smoothly by supporting nurses and CNAs, assisting with communication, maintaining records and paperwork, answering phones, and helping coordinate the day-to-day needs of the unit. We are looking for someone who is organized, professional, detail-oriented, comfortable with computers, and enjoys working with residents, families, and a busy healthcare team. Healthcare or medical office experience is helpful, but not required. Join our team and play an important role in supporting excellent resident care at Katherine Luther.

AIN FUNCTION

Maintains resident medical records; supports physician and ancillary provider services; coordinates medically necessary appointments and transportation; maintains unit supplies; and performs clerical and general office duties as assigned.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES MEDICAL RECORDS

(ELECTRONIC/HARD COPY) Reviews information before filing or entering it into the medical record to ensure accuracy, timeliness, and chart integrity. Audits and monitors resident medical records for completeness and compliance. Completes clerical tasks associated with admissions, transfers, and discharges, including scanning and filing required documentation in the appropriate medical record. Communicates admissions, transfers, and discharges by email in a timely manner. Maintains the demographic binder and updates resident family/contact information in the electronic medical record (EMR) as directed. Initiates and tracks Release of Information requests for unit residents. Maintains and monitors advance directive information in both hard-copy and electronic records. Maintains an up-to-date resident roster based on the daily census and changes in resident status. Monitors resident documentation for required signatures and coordinates missing physician signatures with the Unit Manager/designee. Brings clinical documents to the Health Information Services (HIS) office as needed. Maintains current nursing assignment sheets and related unit records, including weight logs, nourishment sheets, unit rosters, and CNA assignment sheets, as applicable.

PHYSICIAN AND ANCILLARY PROVIDER SERVICES

Ensures MOLST forms requiring physician signatures are identified and routed for signature. Prepares documentation for scheduled optometry, podiatry, and dental services. Transcribes orders into the EMR only for optometry, podiatry, and dental ancillary services, as scheduled or needed. Is available on the nursing unit during physician visits to provide clerical assistance as requested. Monitors provider documentation compliance and reports concerns to the Unit Manager and/or HIS Manager.

APPOINTMENTS AND TRANSPORTATION

Schedules medically necessary appointments and confirms appointments before the scheduled date. Completes or coordinates required prior-authorization paperwork for transportation as needed. Ensures accurate and timely paperwork for appointments, transfers, referrals, and consultations is available when the resident leaves the facility. Contacts family members to accompany residents to appointments when needed or requested. Schedules discharge follow-up appointments and closes discharge charts.

SUPPLIES

Maintains unit supply inventory using established par levels. Catalogs equipment and maintains a monthly list of rental and specialty equipment, as needed. Maintains Medicare Part B supplies and documentation of received orders. Checks supply expiration dates routinely, removes expired items, and restocks as needed. Verifies items received from Central Supply against invoices or stock requests and maintains related records. Maintains organized nursing storage and stock utility rooms for assigned nursing units.

OFFICE TASKS

Directs calls and takes messages in a professional manner. Performs clerical functions for the nursing unit, including maintaining an organized nursing station and current resource materials. Distributes newspapers and coordinates daily resident mail delivery on the assigned unit(s). Coordinates with other departments regarding admissions, discharges, and transfers to ensure needed equipment and services are available. Requests maintenance repairs as needed and tracks completion. Provides direction and assistance to visitors while maintaining resident privacy and following HIPAA requirements. Assists with customer concerns or complaints and coordinates follow-up with administrative staff as appropriate. Prepares forms, lists, rosters, and reports as needed.

ADDITIONAL DUTIES

Completes required in-services and attends meetings as assigned. Provides Unit Secretary coverage on other nursing units as needed. Is cross-trained to provide facility receptionist coverage as needed. Is cross-trained to assist ancillary providers, including optometry, podiatry, and dental services, as assigned by the manager. Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

High school diploma or equivalent required. Knowledge of medical terminology preferred but not required. Proficiency with Microsoft Office products. Effective oral and written communication skills. Ability to maintain confidential information and comply with privacy requirements. Ability to relate to and work effectively with individuals who are ill, disabled, older, emotionally upset, or angry. Ability to speak and write English in an understandable manner. Ability to work independently with flexibility, personal integrity, and professionalism while collaborating effectively with residents, staff, providers, and support agencies.

PERSONAL REQUIREMENTS

Maintains appropriate attire in accordance with the department dress code. Works independently and demonstrates sound judgment within the scope of the position. Complies with the Code of Conduct and badge-identification requirements.

PHYSICAL REQUIREMENTS

Sits, stands, bends, lifts, and moves intermittently throughout the workday. Works effectively despite frequent interruptions. Must be able to cope with the mental and emotional demands of the position. Must possess sufficient vision and hearing, with or without assistive devices, to perform the essential functions of the position. Must be able to lift, push, pull, and move a minimum of 50 pounds. Must be able to assist in the evacuation of residents.