Unit Secretary
Company: Baystate Medical Center
Location: Springfield
Posted on: May 28, 2023
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Job Description:
Req#: R23612 Category(s): Administrative Support, Unit Clerical
Support Full Time / Part Time: Part-Time Shift: FirstSummary:
Reports to the Nurse Manager but daily activities are coordinated
by the charge nurse. Under direct supervision works with patient
and family centered care teams to insure all business functions
related to processing patient information, managing documentation,
organizing patient medical record and facilitating smooth unit
operations. Files appropriate patient reports and other information
for their records. Facilitates communication among staff, relaying
messages/information. Facilitates bed management and patient
throughput on unit. Performs functions necessary to process direct
admissions to the unit. Acts as receptionist for visitors to unit
and also as a business partner to the department and clinical
staff. Orients patients and families to the unit, answering routine
questions. Able to multitask.Job Responsibilities: 1) Bed
Management: Tracks, prioritizes and assigns beds. Communicates with
BMD and BM for admissions, discharges and transfers (ADTs).
Coordinates unit/department ADTs. Checks BMD enters new data, and
advises Charge Nurse of changes. Checks CIS for discharge orders,
follows up with MD, CM RN to assure discharge documents are
complete. Enters discharges in OA Gold and pending discharges in
BMD. Rounds 3 times daily with RNs and CM regarding discharges,
discharge times and special instructions, appropriateness for
Discharge Lounge. Notifies CM if ambulance is unable to come @
assigned time. With CM, monitors BMD for observation patients to
determine if patient needs discharge or status change. Tracks new
admissions from the ED. Retrieves SBAR data from the ED and
communicates to the nursing staff. Assures fax is received within
30 minutes. Arranges patient transport from the ED if needed.
Carries BMD beeper, assigns coverage during breaks and meals to
ensure constant flow of ADTs.2) Proficiently and accurately
utilizes the following computer applications in daily work: C Word,
OA Gold, SMS, CIS, Premise, BMD, PCM Auditor, People Soft and
Staples and Koronos access if applicable.3) Unit specific projects:
Project work as assigned and/or needed such as Payroll, committee
participation, develop unit time schedules, etc.4) Communication:
provides report/handoff to next shift including pending discharges,
admissions in process, empty beds, beds being cleaned, and closed
beds with the reason. Contacts other departments for priority tests
for patients identified for next day discharge. Answers telephones
and relays messages promptly with consistent accuracy to team
members. Responds to routine inquires knowledgeably and/or refers
them to appropriate person, assists staff as requested, ensures
identified problems are communicated accurately and promptly.
Places calls to MD's and ancillary departments to facilitate
patient care and throughput. Where appropriate, coordinates
communication with NEOPO and related paperwork in conjunction with
RN. Screen calls for clinical team and facilitate communication of
information requested.5) Serve as a unit based resource for Zoned
Hospitalist and medical/surgical teaching teams. Assist Hospitalist
during clinical rounds, i.e. initiate phone calls, send faxes and
call consults as directed by Zoned Hospitalist. Make available the
unit based assignment (RN/Case Manager/Social Worker as well as
covering RNs [i.e. lunch and breaks]) daily for Hospitalist.
Maintain and identify specific workspace for Hospitalists which
include computer and telephone access. Works with Access Services
and patient/family to secure post discharge follow-up appointments.
Identifies daily the Hospitalist of the day through electronic
systems and prints this form for team use throughout the day. Posts
break and lunch coverage in a central location for ease in
obtaining patient related information and fostering
communication.6) Functions as a greeter for the arrival of new
patients/families to the unit/department. Assists other departments
with information and or answers to questions as requested.7)
Hospital Records and logs:Maintains patient chart in proper
sequence and labels pages with patients name. Prepares record prior
to transfer and discharge. Explains and obtains signatures for
Medicare forms. Organizes chart for Medical Records, faxes or
copies records as needed. Sends discharge record to HIM (old and
new) immediately after discharge. Updates discharge/admission log.
Insures complete information is sent with transfers. Prepares
patient charge ticket for data entry and keeps accurate record on
unit. When appropriate, enter data into PCM auditor at specified
times. Replenish and restock unit audit tools (i.e. refrigerator
logs, negative pressure room logs, etc.). Other unit logs i.e.
assignment books, sick call records, Koronos variance forms, etc.8)
Unit Resource: Post/file MD schedules for clinical team inquiry. In
coordination with charge nurse, prepare staffing assignment for the
next shift. Place calls to replace unplanned staffing vacancies.
communicate staffing and scheduling to Clinical Supervisor. As
needed, but not limited to obtain mail from the mailroom, blood
products from the Laboratory, medications from Pharmacy and
supplies from Distribution and Dietary as needed.9) Inventories,
maintains and charges supplies. Initiates requisitions and requests
accurately and in a timely fashion. Stores supplies within 24 hours
of receipt in designated area. Records or submits charges and/or
credits for patient supplies as needed. Coordinate paper supplies
with Print Shop and/or Distribution to maintain unit/department par
levels.10) Is knowledgeable of and initiates emergency procedures
as needed/directed within unit/department. Verbalizes knowledge and
location of emergency equipment. Mobilizes emergency support
personnel through immediate telephone contact.Required Work
Experience: 1) Previous clerical and customer service ce experience
preferably in a healthcare settingPreferred Work Experience: 1)
None ListedSkills and Competencies: 1) Computer literate, good
interpersonal skills2) , demonstrate operating principlesYou Belong
At Baystate At Baystate Health we know that treating one another
with dignity and equity is what elevates respect for our patients
and staff. It makes us not just an organization, but also a
community where you belong. It is how we advance the care and
enhance the lives of all people. DIVERSE TEAMS. DIVERSE PATIENTS.
DIVERSE LOCATIONS.Education: GED or HiSET
(Required)Certifications:Equal Employment Opportunity
EmployerBaystate Health is an Equal Opportunity employer. All
qualified applicants will receive consideration for employment
without regard to race, color, religion, sex, sexual orientation,
gender identity, marital status, national origin, ancestry, age,
genetic information, disability, or protected veteran status.
Keywords: Baystate Medical Center, Springfield , Unit Secretary, Accounting, Auditing , Springfield, Massachusetts
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