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 activities at the nurse’s station, assists residents and visitors, maintains records and departmental documentation, and helps coordinate resident admissions, discharges, transfers, appointments, and related communications. The Unit Secretary is expected to embrace Oakwood’s culture of hospitality and teamwork and its Core Values of Compassion, Faith, Inclusion, Integrity, and Dedication.

Requirements

Ability to perform 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 and complete it accurately and thoroughly.
Ability to collaborate and foster effective teamwork.
Ability to work independently and make sound decisions.
Demonstrated 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 equivalent is preferred.
Medical or health field experience is preferred.

Responsibilities

Answer incoming calls and intercom communications, and promptly record and relay messages.
Greet visitors cordially, direct them to residents or staff, and refer inquiries to the appropriate individual.
Sort and distribute incoming mail.
Support the daily flow of activities at the nurse’s station.
Enter and update computer data related to admission face sheets and physician orders.
Prepare department requisitions as needed; perform typing, filing, and copying; and assist with bulletin board maintenance.
Maintain nursing forms for State and Federal regulatory compliance, resident immunization data, and up-to-date file drawers.
Notify physicians of required resident examinations and maintain updated resident files.
Call physicians’ offices to arrange resident appointments, prepare records for audits, and arrange transportation.
Mail telephone orders and track their return; mail physician’s order renewals.
Prepare records for residents’ doctor 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, updating the daily memo, transcribing orders, photographing new admissions, 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 similar duties as needed to support Oakwood’s mission and other duties as directed.