7 South Unit Secretary Faulkner

Mass General Brigham•Boston, MA

6d•$18 - $27•Onsite

About The Position

Under the supervision of the Operations Manager and as a member of the Unit Based Patient Care Team, the Unit Secretary performs a wide range of secretarial duties and coordinates unit and floor procedures to support professional, efficient department operations and quality patient care. The role coordinates unit operations and resources, including answering phones, collaborating with healthcare team members and other departments, scheduling patient tests and appointments, maintaining medical records, tracking unit requests, and coordinating admissions, transfers, and discharges. The position provides indirect, age-appropriate patient- and family-centered support, receives visitors, and responds to patient and family needs. This is a per diem, onsite position with a rotating shift. Per diem expectations are 16 shifts in six months, including at least one to two weekend shifts per month, with shifts of at least eight hours and holiday rotation. The role supports a safe and welcoming environment; manages unit information, supplies, equipment requests, and clerical processes; communicates with clinical staff and ancillary departments; and helps coordinate patient flow and unit resources. The Unit Secretary may provide backup patient transport coverage, float to other pods or units, support unit projects and quality initiatives, and orient or precept new personnel as assigned. The position does not require direct patient care. It requires the ability to work collaboratively and independently in a changing, sometimes stressful unit environment, and to provide indirect support appropriate to patients ranging from adolescents to geriatric adults. The position is based at 1133 Centre Street. The posted pay range is $18.44–$27.39 per hour.

Requirements

High school diploma or equivalent required.
One to two years of experience in a medical or customer service setting preferred.
Strong knowledge of Microsoft Office.
Excellent interpersonal skills for interacting effectively with patients, visitors, and hospital personnel.
Ability to work as a team member and promote a caring, collegial attitude.
Ability to work under stressful conditions, adapt to changing unit pace and interruptions, and respond to emergencies and acutely ill patients.
Ability to work independently and use well-developed organizational skills to prioritize tasks.
Demonstrated verbal and written communication skills, including communication through voicemail and email.
Flexibility and willingness to adapt to a diverse role as a member of the unit-based patient care team.
Ability to demonstrate knowledge and skills for indirect care appropriate to the ages served on the unit, from adolescent to geriatric patients.
Ability to sit and/or stand for extended periods.
Ability to assist with lifting and carrying up to 20 pounds.
Ability to assist with transporting patients on and off the pod.
Demonstrated customer service skills.

Nice To Haves

Associate’s degree preferred; experience cannot be substituted for a degree.
Knowledge of medical terminology preferred.

Responsibilities

Help maintain a safe environment, identify safety issues, initiate appropriate follow-up, and notify the charge nurse of concerns related to implementing physician orders.
Respond to patient and family needs in a timely, caring manner and follow the organization’s C.A.R.E. standards for communication, appearance, and respect.
Collaborate with the Patient Care Team to support smooth and efficient unit operations.
Maintain patient confidentiality, support the organization’s mission and values, and respect a culturally diverse staff and patient population.
Order, expedite, and distribute unit, clerical, and patient-care supplies; maintain supply levels and order supplies through eBUY, including Workflow One, as directed.
Keep the work area and office equipment neat and functioning; initiate and track Facilities, Biomed, Housekeeping, and IT requests, including equipment repair requests.
Assist the Operations Manager or Nursing Director with unit projects and coordinate with ancillary services and other departments to address operational issues.
Provide backup patient transport coverage, including escorting discharged patients and families.
Answer and coordinate unit phone calls in consultation with the charge nurse, take and deliver messages, and place pages and calls at clinical staff’s request.
Participate in shift handoffs with the incoming or outgoing unit secretary and charge RN.
Coordinate and notify appropriate staff about paperwork arriving on the unit, including fax referrals.
Maintain, label, organize, and file patient medical records and testing results according to hospital policies and procedures; request and maintain old records as needed.
Schedule diagnostic tests, appointments, and consultations as directed by a physician or RN.
Coordinate discharge logistics, including transportation and equipment, and perform clerical admission, transfer, and discharge tasks using the bed management system.
Ensure patient records, charts, information plates or labels, belongings, and other pertinent information accompany patients during transfers.
Enter, update, or print unit data and reports, including bed management activity, diet order sheets, Advance Care Directives and code status, medication reconciliation and restraint reports, Quadramed assignment sheets, recovery charges, and billing information as applicable.
Check the Quadramed list by 11:30 a.m., notify the charge nurse of unclassified inpatients, and remind staff to complete Quadrameds.
Copy patient charts and other materials as requested.
Use Meditech to access and update administrative data, enter transport requests and PASSPORT orders, and print specimen labels, kardexes, and medication administration reports.
Anticipate discharges and transfers, notify admitting or the nursing supervisor when known, enter tentative discharges in the bed management system, and update relevant staff on admissions, discharges, and transfers during applicable shifts.
Communicate with healthcare team members using the VOCERA communication device.
Interact with healthcare team members to support interdisciplinary patient- and family-centered care; answer call lights and relay requests to appropriate clinical staff.
Provide clerical support to unit staff, receive and orient visitors, and provide patients and families with basic information about unit operations.
Float to other pods or units when requested and respond to staffing needs through cross-training.
Maintain required competencies, seek relevant continuing education, attend staff meetings or review minutes, and attend the annual Safety Fair.
Participate in quality improvement projects and committees and in Service, Excellence, and Quality programs as directed.
Perform other duties as assigned.