Unit Secretary

DHRM•Richmond, VA

6d•Onsite

About The Position

The Unit Secretary is an administrative member of the nursing team who performs clerical duties on an assigned nursing unit. The role uses knowledge of medical terminology and hospital, clinic, or laboratory procedures to support unit operations, medical-record keeping, and communication among staff, residents, visitors, and physicians. The Unit Secretary also assists with supply management and resident-related activities, follows applicable safety requirements, and keeps current with State and Federal regulations, policies, and procedures related to medical records.

Requirements

High school diploma, GED, or equivalent diploma.
Prior experience in a clerical, secretary, or administrative assistant role.
Knowledge of principles and procedures for providing customer and personal services, including assessing customer needs, meeting quality standards, and evaluating customer satisfaction.
Knowledge of administrative procedures, including managing files and records and other office-related procedures.
Knowledge of Microsoft Office.
Knowledge of State and Federal regulations, policies, and procedures related to medical record keeping.
Ability to communicate effectively both orally and in writing.
Knowledge of Electronic Health Records.

Nice To Haves

Previous experience in a long-term care/skilled nursing or adult geriatric setting is preferred.

Responsibilities

Direct and relay calls and messages to appropriate staff members.
Greet visitors and direct them to appropriate staff members.
Schedule and confirm transportation arrangements to and from appointments.
Use Microsoft Excel or other software applications to prepare reports, invoices, letters, case histories, and/or medical charts.
Receive and route medical documents to appropriate staff members.
Assemble medical charts for new admissions, ensure proper forms are included, and file necessary papers in charts.
Scan documents into the Electronic Health Record.
Order supplies from Central Supply and put supplies away in the designated supply room.
Perform monthly audits of each chart to identify incomplete items.
Complete required paperwork or computerized documentation, including incident reports, charting documentation, flow charts, shower sheets, ADLs, referrals, admissions, treatment assessments, reports to oncoming staff, and other documentation.
Interact with physicians regarding visits and completion of orders.
Assist with setting meal trays and/or taking residents to the dining hall and rehabilitation appointments.
Keep abreast of State and Federal regulations, policies, and procedures pertinent to medical record keeping.
Follow all safety rules and regulations.
Perform additional duties as assigned.