Unit Secretary

Oakwood Village•Madison, WI

About The Position

The Unit Secretary is responsible for receptionist and secretarial duties within the nursing department and is accountable to the Director of Resident Services. The role supports the daily flow of activity at the nurse’s station, assists with resident records and care-related administration, and helps maintain effective communication among residents, visitors, staff, physicians, and the interdisciplinary team. The Unit Secretary is expected to embody Oakwood’s values of Compassion, Faith, Inclusion, Integrity, and Dedication and to contribute to a welcoming, collaborative environment.

Requirements

Ability to carry out responsibilities professionally and support effective, efficient departmental workflow.
Knowledge of secretarial practices and ability to use office equipment, personal computers, and word-processing software.
Ability to communicate cordially, helpfully, and effectively with the public and visitors.
Ability to organize and prioritize work while maintaining accuracy, attention to detail, and completion of tasks.
Ability to collaborate and foster effective teamwork.
Ability to work independently and make sound decisions.
Proven ability to handle confidential information and maintain confidentiality.
Understanding of and empathy toward residents, family members, and staff.
Proficiency in Microsoft 365.
Proficiency in medical record keeping.

Nice To Haves

High school education or equivalency is preferred.
Medical or health field experience is preferred.

Responsibilities

Answer incoming calls and intercom messages, and promptly record and relay messages.
Greet visitors cordially, direct them to residents or staff, and route visitor inquiries to the appropriate person.
Sort and distribute incoming mail.
Manage the daily flow of activities at the nurse’s station.
Enter and update computer data related to face sheets, admissions, and physician orders.
Prepare department requisitions as needed.
Complete departmental typing, filing, and copying as needed.
Assist with maintaining bulletin boards and keep file drawers up to date.
Maintain nursing forms to support compliance with State and Federal regulations.
Enter and maintain resident immunization record data.
Notify physicians of required resident examinations and maintain updated files for each resident.
Call physician offices to arrange resident appointments, prepare records for audit, and arrange transportation.
Mail telephone orders and track them to ensure timely return; mail physician order renewals.
Prepare records to accompany residents to physician visits, hospital admissions, or transfers from Oakwood.
Assist with resident admissions, discharges, and transfers, including preparing rooms and welcome baskets, communicating with the interdisciplinary team, adding information to the daily memo, transcribing new and daily orders, taking admission photographs, and tracking Medicare certifications.
Attend staff development sessions related to professional development.
Label resident doors and update labels as needed.
Photograph identified wanderers and distribute photos for posting.
Conduct quality assurance monitoring as directed by the Director of Resident Services or designee.
Perform other duties as directed and similar duties as needed to support Oakwood’s mission.
Demonstrate Oakwood’s Core Values and contribute to a culture of hospitality and teamwork.