Unit Secretary

Ridgeview•San Diego, CA

About The Position

The Unit Secretary provides administrative and clerical support to the Health Information and Skilled Nursing departments. The role supports nursing administration, health information operations, and staffing and scheduling, while maintaining resident privacy and providing customer service to physicians, residents, and families.

Requirements

High school graduate or equivalent.
Knowledge of medical terminology.
Basic computer knowledge and typing/data-entry skills.
Excellent written and oral communication skills.
Excellent customer service skills and telephone etiquette.
Ability to concentrate despite frequent interruptions.
Ability to work independently with little direct supervision.
Ability to organize, prioritize, meet deadlines, maintain accuracy, and attend to detail.

Nice To Haves

Previous experience in a skilled nursing facility as a unit secretary is preferred.

Responsibilities

Schedule resident appointments and arrange transportation.
Prepare paperwork for residents attending physician office or clinic visits.
Prepare and print CNA assignment and sign-in sheets.
Program Nurse Call system devices to page team members as needed.
Schedule patient showers for new admissions and room changes.
Maintain the privacy and confidentiality of resident health information at the nursing station.
Prepare admission records, charts, and ID bands for newly admitted residents.
Assist with discharge paperwork as requested.
Schedule ultrasounds, x-rays, and labs as requested.
Answer phone calls and provide tactful, customer-focused service to physicians, residents, and families.
Monitor the fax machine for lab, pharmacy, and x-ray reports and deliver reports to licensed nursing staff.
Answer patient call bells and assist patients as appropriate.
Promote resident rights.
Monitor the timeliness of physician admission and routine monthly visits as needed.
Follow up on patient medical record information, including physician reports, test results, and nursing documentation.
Process chart requests as needed.
Assist the Health Information Director with scheduled tasks and audits.
Perform nurses’ station administrative duties, including filing, stocking supplies, maintaining station lists, and keeping the station organized.
Maintain current employee contact numbers for call-ins and develop work schedules at least one month in advance.
Use the Social Schedules application effectively for the department, if applicable.
Assist the DON in managing and maintaining a centralized nursing staffing plan by coordinating nursing employee schedules and using DON input to identify staffing needs.
Schedule nursing staff according to staffing guidelines and use worksheets to optimize staff utilization and minimize overtime.
Communicate attendance, PTO, and leave requests to the DON or DSD as needed.
Prepare and distribute daily schedules for nurses and CNAs, post the NHPPD form daily, and train others to perform these duties on days off.
Maintain daily schedules and NHPPD forms for three years.
Notify the DON or designee about short-staffing situations, contact replacement personnel, and modify schedules when required during a shift.
Maintain a current nursing department staff roster with employee names, addresses, phone numbers, and availability, and send it to the DON monthly.
Keep the Social Scheduling application updated with new and existing employee information, if applicable.