UNIT Secretary

Perform clerical duties using specific knowledge of medical terminology, International Classification of Diseases-Tenth Revision (ICD-10) coding, laboratory procedures and nursing policies and procedures. SB Facilitate the distribution or routing of hardcopy and/or digital documents; prioritize tasks based on acuity or urgency of the need (i.e., contacting physician's office, etc.). SB Conduct cross-training as back-up including medical records (i.e., fulfilling authorized releases, filing or scanning, etc.), transportation coordination, scheduling, receptionist, etc. SB Assist the Charge Nurse/Nurse Supervisor with planning day shift events including physician rounds. SB Monitor all office equipment and devices at the nursing station to ensure proper functioning, stock supplies, shred documents and coordinate equipment servicing and repairs as appropriate. SB Coordinate special projects including satisfaction surveys, mailings and required postings. SB Allocate and track resources such as office supplies and consumables. SB Make recommendations regarding workflow efficiencies, reducing waste, office products, etc. SB Conduct troubleshooting to determine the cause of operational errors and appropriate response/action(s). SB Produce reports, word processing, spreadsheets, presentations as directed; transmit correspondence or medical records by mail, email or fax. SB Answer and route incoming telephone calls, take messages, check voicemail, respond to emails and facilitate communications internally and externally. SB Schedule and confirm patient diagnostic appointments, surgeries or medical consultations. SB Operate office equipment such as voice mail messaging systems and use word processing, spreadsheet or other software applications to prepare reports, invoices, financial statements, letters, case histories or medical records. SB Greet visitors to ascertain purpose of visit; assist with directions (i.e., resident room numbers, etc.) and/or routing visitors, contractors and vendors to appropriate staff. SB Maintain logbook for visitors and contractors itemizing time in/out, reason/location/purpose of visit and providing temporary visitor badges as appropriate in accordance with facility policies. SB Maintain paper and digital filing systems as directed. SB Inventory and stock supplies as directed including patient education tools and resource guides for residents, visitors and staff.

SB/WL/RM

Facilitate the processing of staff call-ins, human resources forms, payroll, requests and facsimile of documents received at the nursing station/unit as appropriate. SB Ensure coordination and access to resources including translation services for residents with limited English proficiency (LEP); coordination of document translation as required. SB Assist in arranging resident appointments for diagnostic and therapeutic services. Assist nurses with resident admission, transfer and discharge functions as directed. Provide administrative support services including tracking billable services/products. SB Assist residents with requests and/or non-clinical services including delivery of mail, opening mail (as requested), delivery of flowers and facilitating residents' access to phone, translation services and Americans with Disabilities Act (ADA). Ensure accuracy of census information for nursing report and billing including scheduled discharges, against medical advice (AMA) discharges, new admissions, bed holds, leave of absence tracking, hospitalizations and deaths. SB Conduct documentation reviews including audits, verification of signatures, master signature sheets, etc. SB Coordinate notifications including required documentation to responsible party, ombudsman notifications, room rate and fee schedules, room changes and other functions as directed. SB Confirm upcoming resident appointments with physician office(s), clinics, labs, dialysis, etc.; verify transportation availability, type of transportation, resident escort and/or brownbag meals as appropriate. SB Participate in emergency preparedness and response drills and exercises. Complete work order requests, equipment service requests and coordinate vendor service appointments in accordance with facility policies and manufacturer's recommendations. SB Coordinate the processing of authorized request(s) for equipment rentals and durable medical equipment (DME) requests to meet resident need(s); track status of requests including delivery, utilization days and return of equipment. SB Process completed charts of discharged residents to the medical records/health information department in accordance with facility policies. SB Forward new diet orders and/or diet changes (including food preferences, dislikes, allergies, etc.) to the Certified Dietary Manager, the Registered Dietitian and/or the interdisciplinary team (IDT) as appropriate. SB Maintain a current listing of responsible parties and nursing team members including emergency phone numbers and current email as directed by the unit coordinator. SB Record appropriate resident identification data on designated medical records, wristbands, ID cards, etc., as required. SB Record medical and administrative information in accordance with established charting and documentation policies and procedures. SB Record vital signs, weights, resident height and body mass index (BMI) as directed in accordance with facility policies and state standards of practice. SB Report discrepancies found in transcribing physicians' orders, diet orders/changes, charting, etc. to the Charge Nurse/Nurse Supervisor. SB Review medication cards for completeness of information, accuracy in the transcription of the physician's order, legibility, etc., as directed. SB Transcribe physician orders as permissible by state regulation and assist physicians with Dictaphones and other equipment utilized by physician and medical staff during rounds and visits. SB Committee Functions Participate in the annual facility assessment. Assist in the development and implementation of quality assurance and performance improvement (QAPI) initiatives; provide data to the QAPI Committee as requested. Attend various committee meetings of the facility (i.e., infection prevention and control, policy advisory, pharmaceutical, QAPI, etc.) as required. Participate in developing the agenda for the Care Plan Committee meetings as necessary. Resident Care Functions Ensure timely response to call light by nursing team members; assist with answering call lights as needed. SB Escort residents to/from activity and social functions; assist with transporting to/from dining room as requested. Greet newly admitted residents upon admission; escort to room as necessary. Inform nursing services personnel of new admissions, their expected time of arrival, room assignment, etc. Report administrative problem areas to the supervisor and assist in developing and implementing corrective actions. SB Care Plan and Assessment Functions Assist in scheduling assessment and care plan meetings as directed; coordinate the notifications including residents, responsible parties, guardians and other persons/agencies as required by regulations. SB Staff Development Functions Distribute staff training requirements and education calendar of training topics. SB Attend continuing education programs as needed to comply with facility policies and state/federal regulations. Attend in-service training programs as scheduled. Safety and Sanitation Functions Follow established infection prevention and control procedures; notify the Infection Preventionist of staff/visitors exhibiting signs of communicable disease as appropriate. Follow established procedures in the use and disposal of personal protective equipment (PPE). Follow established safety regulations and manufacturers' recommendations including the cleaning and maintenance of equipment and supplies. Participate in all fire safety and disaster preparedness drills in a safe and professional manner. Report hazardous conditions or equipment to the Charge Nurse/Nurse Supervisor. Equipment and Supply Functions Follow established preventive maintenance procedures for maintaining equipment and supplies in a safe and operable manner. Working Conditions Works in office areas as well as throughout the facility. Moves intermittently during working hours. Subject to frequent interruptions. Works beyond normal working hours and on weekends, holidays, other shifts and in other positions when necessary. Is subject to call back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.). Attends and participates in continuing education programs. Communicates with nursing personnel, and other department personnel. Is subject to hostile and emotionally upset residents, family members, personnel, visitors, etc. Is involved with residents, family members, personnel, visitors, government agencies, etc., under all conditions and circumstances. Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday as well as reactions from dust, disinfectants, tobacco smoke and other air contaminants. Is subject to exposure to infectious waste, diseases, conditions, etc., including potential exposure to TB and the AIDS and Hepatitis B viruses. May be subject to the handling of and exposure to hazardous chemicals. Education Must possess, as a minimum, a high school education or its equivalent. Experience None required. On-the-job training provided. However, a basic knowledge of medical terminology and nursing practices is helpful. Specific Requirements Must be able to read, write, speak and understand the English language. Must possess the ability to make independent decisions when circumstances warrant such action. Must possess the ability to deal tactfully with personnel, residents, visitors and the public. Must be able to type a minimum of 30 words per minute and use a 10-key calculator. Must possess the ability to work harmoniously with other personnel. Must possess the ability to minimize waste of supplies, misuse of equipment, etc. Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices. Be able to follow written and oral instructions. Be knowledgeable in the use of computers, data input/output/retrieval, etc. Must have patience, tact, cheerful disposition and enthusiasm as well as be willing to handle residents, staff and visitors based on whatever maturity level they are currently functioning. Must be knowledgeable in secretarial duties, use of equipment, etc., related to secretarial functions. Must not pose a direct threat to the health or safety of other individuals in the workplace. Physical and Sensory Requirements (with or without the aid of mechanical devices) Must be able to move intermittently throughout the workday. Must be able to speak and write the English language in an understandable manner. Must be able to cope with the mental and emotional stress of the position. Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be met. Must function independently, have flexibility, personal integrity and the ability to work effectively with other personnel. Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination. Must be able to operate office, business and accounting machines. Must be able to push, pull, move and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move and/or carry such weight a minimum distance of 50 feet. May be necessary to assist in the evacuation of residents during emergencies. Job Position Analysis Information (1) Risk Exposure to

Blood/Body Fluids Column:

A check mark ( Ö) entered into this column indicates the risk potential of your exposure to blood or body fluids. Established procedures identify the appropriate personal protective equipment (PPE) that you should use when performing this task. (2)

Essential Functions Column:

A check mark ( Ö) entered into this column indicates that you may be required to perform this task. (3)

Safety Factors Column:

RM =

Repetitive Motion:

A "RM" in this column indicates that it will be necessary for you to perform some functions of this task repeatedly. When such tasks are not performed properly, injury can result. Established procedures identify the precautions and/or equipment that should be used. WL =

Minimum Weight Lifting Requirement:

A "WL" in this column indicates that it will be necessary for you to perform functions of this task that require some lifting, moving, pushing or pulling. When such tasks are not performed properly, injury can result. Established procedures identify the precautions and/or equipment that should be used when performing this task. Minimum weight lifting requirements that you must perform are located in the "Physical and Sensory Requirements" section of this job description. SB =

Prolonged Sitting, Standing and Bending:

A "SB" in this column indicates that some functions of this task require you to sit, stand or bend for an extended period. When such tasks are not performed properly, injury can result. Established procedures identify the precautions and/or equipment that should be used when performing this task. Acknowledgment I have read this job description and fully understand that many of the requirements set forth therein have been determined to be essential to this position (noted in Column 2). I hereby accept the position of Unit Secretary and agree to perform the tasks outlined in this job description in a safe manner and in accordance with the facility's established procedures. I understand that as a result of my employment, I may be exposed to blood body fluids, infectious diseases, air contaminants (including tobacco smoke) and hazardous chemicals and that the facility will provide to me instructions on how to prevent and control such exposures. I further understand that I may also be exposed to the Hepatitis B Virus and that the facility will make available to me, free of charge, the hepatitis B vaccination. I also understand I may not release/disclose protected health or facility information without proper authorization. I understand that my employment is at-will and therefore understand that my employment may be terminated at-will either by the facility or by me, and that such termination can be made with or without notice.