Unit Secretary-CVT Stepdown 12G Part-time Weekend Days

Northwestern Memorial Healthcare • Chicago, IL

4d • Onsite

About The Position

The Unit Secretary reflects Northwestern Medicine’s mission, vision, and values and follows its Code of Ethics, Corporate Compliance Program, policies, procedures, and applicable regulatory and accreditation standards. Serving as the receptionist for the patient care unit, the Unit Secretary often is the first person to greet and assist patients, visitors, and staff. The role coordinates information flow at the nurses’ station in a positive and timely manner and helps physicians, nurses, and other healthcare providers coordinate patients’ stays and care experiences.

The Unit Secretary provides customer service and handles phone and nurse-call communications, maintains patient medical records and related documentation, and supports admissions, discharges, transfers, scheduling, and other patient-flow activities. The role also maintains the organization and supplies of the nursing station, assists with basic computer and printer maintenance, and performs other duties delegated by unit leadership.

Requirements

• High school diploma or GED.
• Excellent communication and customer service skills.
• Computer experience.

Nice To Haves

• One year of college or business school.
• Unit secretary experience.
• Medical terminology.

Responsibilities

• Provide prompt, responsive courtesies to patients, staff, and visitors; assist and direct them according to hospital policies.
• Monitor visitor and employee access, including badges in patient-care areas and waiting areas, and alert security as needed.
• Recognize difficult situations, facilitate communication, and escalate appropriately.
• Answer and transfer phone calls according to NMH standards using AIDET, including coordinating multiple lines simultaneously.
• Answer and respond to patient calls through the nurse-call system within the identified timeframe using AIDET; identify urgent requests and escalate them to appropriate staff.
• Identify patients with communication needs in the nurse-call system and ensure calls are handled appropriately.
• Prepare medical records for admissions, discharges, and transfers; assist with obtaining and releasing records and maintain paper records and their locations.
• Place required forms in patient medical records, scan appropriate forms into the EMR, and notify team members when documents are added to the paper chart.
• Ensure nurse coverage is identified in the EMR, support readiness for EMR downtime, report EMR problems to the IT Help Desk, and verify regulatory documentation at the point of care, escalating missing documents.
• Perform accurate charge entry.
• Complete admission, discharge, and transfer activities promptly and notify appropriate nursing staff and physicians of patient admissions and consulting-team arrivals.
• Obtain patient identification when needed and assign appropriate caregivers in the nurse-call system.
• Prepare patient charts for medical records, discharge to another healthcare facility, transfer to another inpatient unit, or transfer to the OR.
• Request will-call ambulance and Medicare times and patient escorts when appropriate.
• Track scheduling for tests and procedures and inform care providers of anticipated times.
• Track patient activity on and off the unit, update bed tracking as appropriate, and reconcile unit census with the charge nurse and/or Clinical Coordinator.
• Perform other patient-flow duties delegated by unit leadership.
• Receive and distribute patient-care-unit deliveries and stock them in appropriate locations.
• Maintain a clean, uncluttered nursing station and tube station.
• Submit service requests for equipment and repairs and follow up to confirm repairs are complete.
• Maintain and track adequate forms, clerical equipment, and nursing supplies; complete and submit supply requisitions accurately.
• Perform basic computer and printer maintenance, such as adding paper or toner and clearing printer jams.
• Maintain and distribute staff assignment and phone-number lists as appropriate, and ensure unit signage is stocked.
• Use required online systems and attend necessary training classes.
• Perform other duties delegated by unit leadership.

Benefits

• Competitive benefits, including tuition reimbursement, loan forgiveness, and 401(k) matching.
• A range of benefits intended to support employees’ physical, emotional, and financial well-being and provide protection for unexpected life events.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED