Unit Secretary, Emergency Department, Per diem

UMass Memorial Health•Worcester, MA

3d•Onsite

About The Position

This position serves as the unit receptionist for the Emergency Department, directing patients, visitors, and others. It involves answering telephones and intercoms, taking and relaying messages, and referring unusual or questionable situations to a supervisor. The role utilizes a pneumatic tube system and dumb waiter for message transmission and arranges for specimen transport. A key responsibility is transcribing physician orders and entering them into the system, utilizing downtime procedures when indicated. The Unit Secretary also duplicates and distributes reports, prepares and maintains patient charts and kardexes, assembles medical records, and files various reports and documents. They chart vital signs, prepare diet sheets, ensure chart completeness, and assist in procuring medical records. Additionally, the role involves scheduling patients for consultations and diagnostic/therapeutic services, arranging transportation, and ensuring necessary preparations for appointments. Obtaining past medical records, preparing transfer and discharge charts, and arranging patient transportation are also part of the duties. The position maintains censuses with admissions, transfers, and discharges, and arranges patient admissions, transfers, and discharges. Computer information entry, maintenance, and retrieval are required, along with ordering and maintaining equipment and supplies, and keeping the work area neat. A unit log is maintained as necessary, and supply and dispatch services may be required. Standard staffing level responsibilities include complying with departmental policies, attending meetings, demonstrating Quality Improvement, and adhering to health and safety regulations. The role also emphasizes respecting diverse views, maintaining professionalism, and ensuring reliable attendance. All responsibilities are considered essential job functions.

Requirements

Equivalent to high school plus additional specialized training.
Knowledge of a variety of office procedures, operation of office equipment such as computer.
Ability to handle multiple priorities and effective communication.
3 to 12 months experience.
Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Responsibilities

Serves as unit receptionist, directs patients, visitors and others. Answers telephone and intercom. Takes and relays messages. Refers unusual or questionable situations to supervisor or others.
Uses pneumatic tube system, dumb waiter, and receives and transmits messages. Arranges for specimen transport.
Transcribes physician orders. Enters orders into entry system according to standard procedure. Utilizes down time procedures when indicated.
Duplicates reports, mails and distributes same. Prepares and maintains patient charts and kardexes. Assembles medical records. Files reports and other documents such as laboratory and radiology reports and other information in appropriate part of medical records. Charts temperatures, pulses, blood pressures, weights and respiration. Prepares diet sheets. Ensures completeness of charts and chart documents. Collates medical records according to standard procedure. Assists physician or others in procuring medical records.
Schedules patients for consults and diagnostic and therapeutic services. Ensure appropriate transportation to scheduled appointments utilizing services of ancillary departments. Ensures preparation of charts, rooms, ambulances and other services as required or directed.
Obtains past medical records, prepares transfer and discharge charts, prepares documents to accompany departing patients, and arranges patient transportation.
Maintains censuses with admissions, transfers and discharges.
Arranges admission, transfer, discharge for patients.
Enters, maintains, and retrieves computer information. Orders and maintains equipment and supplies. Maintains work area in neat and orderly fashion.
Maintains unit log as necessary. May be required to provide supply and dispatch services.
Complies with established departmental policies, procedures and objectives.
Attends variety of meetings, conferences, seminars as required or directed.
Demonstrates use of Quality Improvement in daily operations.
Complies with all health and safety regulations and requirements.
Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
Maintains, regular, reliable, and predictable attendance.
Performs other similar and related duties as required or directed.