201145 - WMCH-Unit Secretary

WVU Medicine

20h•Onsite

About The Position

The Unit Secretary performs clerical and receptionist duties for various assigned nursing units, ensuring compliance with hospital policies, JCAHO standards, and government regulations. Key responsibilities include managing patient records, assisting physicians with requisitions and scheduling, preparing medical records and reports, performing SMS (INVISION) system functions, and acting as a primary receptionist for the nursing unit. The role also involves attending educational programs and staff meetings, identifying areas for self-improvement, handling departmental clerical operations, and actively participating in quality improvement initiatives.

Requirements

High school diploma or equivalent.
Basic computer knowledge and ability to operate standard office equipment.
Knowledge of medical terminology.
Proficient in Microsoft Office.
Excellent written and verbal communication skills.

Nice To Haves

Graduate of a Medical Assistant program or secretarial school.
CPR certification.
One (1) year of administrative or clerical experience.

Responsibilities

Performs clerical duties related to patient care, including: Enters pending final discharge into SMS (INVISION) system, Identifies patient records accurately with patient label, Reduces bulky charts as necessary; maintains storage of partial medical record until patient is discharged, Assembles packets for diagnostic studies, admissions and surgical procedures, Retrieves old medical records when directed, Maintains housekeeping list of discharges and transfers, Prepares alert band for patient allergies, Prepare all medical records on discharge, Organizes and fills medical record as needed, Fax discharge instructions to the patient’s primary care physician after discharge, Prepare IDT document, Notify monitor tech when a patient leaves the unit for a test/ procedure.
Assists the physician including: Provide appropriate medical record to physicians, Notifies nurses of physician’s presence on department, Complete the necessary requisitions and forms, Forwards requisition forms to appropriate departments, Schedules diagnostic studies as ordered, Schedules surgery as ordered, Signs orders with full name and time when completed, Provides charge nurse with orders to approve and sign, Accepts written orders only from physician; does not accept verbal orders, Notify physician’s offices regarding consults, Provide assistance and providing resources regarding EMS (electronic medical record).
Prepares the medical record by the following: Transcribes physician's orders from medical record to Kardex and/or medicine sheets (Skilled unit), Schedules diagnostic studies, Schedules surgery, Signs orders with full name and time when completed, Provides charge nurse with orders to approve and sign, Accepts written orders only from physician; does not accept verbal orders, Completes ordered daily lab work (Skilled Unit), Notifies appropriate staff of STAT orders.
Prepares all reports, records, and permits as directed by the registered nurse, including: Places lab, X-Ray and other reports on patient's medical record after the reports are checked by the registered nurse, Completes specific unit forms, Prepares permits for nurse to complete.
Performs SMS (INVISION) functions: i.e. order entry, cancel, discontinues, discharge, consults, work requests, etc.
Acts as receptionist for the nursing unit including: Greet visitors, make eye contact and walk them to the patient’s room, Records and relays messages accurately to unit personnel, Answers telephone and responds to the intercom; keeps telephone lines open for incoming calls, Answer telephone within 3 rings, state your name, location and ask how may I help you, Do not leave caller on hold longer than 1 minute- check with them if they would like to leave a message or continue to hold, Places calls as directed by nurses and physicians, Answers physician's pages when required, Answers general inquiries from visitors, patients, volunteers and hospital personnel, Answer call lights and notify appropriate staff, Checks incoming mail and distributes, Update white boards in patient’s rooms.
Attends in-services and other educational programs as required.
Attends and participates in staff meetings.
Determines areas of self-improvement; writes developmental goals on performance appraisal.
Performs clerical duties related to departmental operations including: Maintains stock of clerical supplies, Enters CPD and Pharmacy charges, (ED only- completes charging in ED apps), Enters maintenance work orders, Maintains departmental inventory; enters orders for needed items from storeroom, Assign beepers, complete assignments in the call system, assign/ update attributes as well as preparing the daily assignment sheet for the charge nurse to complete daily assignments, Maintain an organized/ clean nursing area, Clean refrigerator on an as need basis.
Participates actively in the quality improvement program. Collect data for quality audits as directed by the director, Collect data for quality logs as directed by the director, Collect data for environmental rounds.