Department Secretary - Multidisciplinary ICU - Part-Time Day Shift Ev

Position: Department Secretary - Multidisciplinary ICU - Part-Time, 12-Hour Day Shift (7am to 7:30pm), Ev[...]

Job Description

The Department Secretary will provide administrative support to the Multidisciplinary ICU team. This is a part-time, 12-hour day shift position (7am to 7:30pm), with every third weekend and holidays required.

Essential Responsibilities / Duties

• Greets and directs patients, families, visitors, and staff in a friendly, courteous, and positive customer service manner.
• Coordinates activities of front desk/office support services and performs clerical duties for the department.
• Uses manual/computer programs/terminal for access and data entry of patient information, verifies and updates as necessary, and performs other related tasks.
• Answers patient call lights in a timely manner and responds to patient requests within the scope of their role.
• Maintains communication data, including computer, charge/white boards, daily communication sheets, assignment sheets, and updates room name tags and precaution labels.
• Participates in orienting patients to their room, call light, telephones, and the unit by distributing welcome letters and informational packets.
• Initiates daily RN phone assignment, logs RN daily phone numbers, and demonstrates appropriate procedures to triage calls through the patient call system.
• Monitors healthcare computer software systems and Bed Board for new discharge orders, prints discharge summaries, and performs other related tasks.
• Handles and distributes mail, flowers, gifts, etc.
• Facilitates patient/family/visitor access to available hospital services, such as the cafeteria, chapel, gift shop, parking, cashier, etc.
• Identifies emergency situations and initiates appropriate response actions within the scope of their role.
• Coordinates and makes appointments for transportation for patients and related materials in a timely manner.
• Interfaces among various departments, working collaboratively with other units, services, and departments to ensure patients, families, visitors, and staff receive needed services, information, and materials.
• Takes initiative to identify and resolve/respond to questions and/or discrepancies, acting within the scope of their role and referring issues to appropriate team members as needed.
• Performs a variety of office and clerical functions, such as photocopying, sending and receiving fax transmissions, and takes actions to respond appropriately.
• Coordinates unit communications, including placing alpha numeric text pages to physicians or appropriate staff, calling family members/next of kin, etc.
• May assist in patient admission, discharge, and transfer processes by obtaining and managing insurance pre-approvals, obtaining and verifying demographic information, completing free-care applications, and obtaining and creating medical records.

Care of the Patient and Family/Visitors

• Greets and directs patients, families, visitors, and staff in a friendly, courteous, and positive customer service manner.
• Coordinates activities of front desk/office support services and performs clerical duties for the department.
• Answers patient call lights in a timely manner and responds to patient requests within the scope of their role.
• Maintains communication data, including computer, charge/white boards, daily communication sheets, assignment sheets, and updates room name tags and precaution labels.
• Participates in orienting patients to their room, call light, telephones, and the unit by distributing welcome letters and informational packets.
• Initiates daily RN phone assignment, logs RN daily phone numbers, and demonstrates appropriate procedures to triage calls through the patient call system.

Medical Record and Order Entry

• Prepares charts and labels on admission with appropriate documentation sheets and places appropriate clinical pathways in bedside charts, as ordered.
• Maintains complete and accurate medical records through timely filing of results and treatment documents, periodic chart thinning, and replenishing of chart forms.
• Transcribes patient care orders accurately and in a timely manner as appropriate.
• Collaborates with the healthcare team to obtain necessary information for test/procedure scheduling, inclusive of necessary pre-test/procedure preparation scheduling.
• Communicates test/procedure/therapy schedule and relevant changes to patients, families, primary care providers, consultants, and staff as appropriate.

Care of the Environment, Equipment, and Material Supplies

• Conducts daily rounds to ensure a safe and clean environment and contacts the appropriate department/staff to clean, transport, and/or address other safety/cleanliness issues.
• Initiates work/repair orders, uses computer software/terminal for access data entry, and logs issues with the ITS rounder or to the help desk.
• Checks inventory, orders, maintains, and restocks to par level supply of papers, forms, and office supplies according to par levels and budget targets using online ordering computer system or paper systems.
• Participates in searches for missing patients, belongings, and/or equipment.
• Maintains and troubleshoots basic…