Unit Secretary- 5 East

Brigham & Women's Faulkner Hospital; Pelham; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated unit secretary to join their dynamic healthcare team. In this role, you will be at the forefront of patient care coordination, ensuring that all administrative tasks are handled efficiently. Your responsibilities will include managing unit communications, scheduling appointments, and maintaining accurate medical records, all while providing compassionate support to patients and their families. This position offers an opportunity to work in a collaborative environment where your contributions directly impact patient care and unit operations. If you are organized, proactive, and passionate about healthcare, this role is perfect for you.

Benefits

Health Insurance

Paid Time Off

Retirement Plan

Continuing Education Reimbursement

Qualifications

• Experience in patient care coordination and clerical duties.
• Strong communication skills for interacting with patients and staff.

Responsibilities

• Manage unit phone calls and coordinate patient admissions and discharges.
• Assist in maintaining a safe and efficient unit environment.

Skills

Patient Care Coordination

Communication Skills

Clerical Skills

Problem-Solving

Education

High School Diploma

Certification in Medical Office Administration

Tools

Meditech

QuadraMed

VOCERA Communication Device

Job description

Summary
Under the supervision of the Nursing Director and as a member of the Unit Based Patient Care Team, the unit secretary performs a wide range of secretarial duties and coordinates unit/floor procedures to ensure the professional and efficient operation of the department in providing quality patient care. Performs duties to support unit operations and resource coordination, including answering unit phones, collaborating with healthcare team members and other departments, scheduling patient tests and appointments, maintaining all medical records, initiating and tracking unit requests, and coordinating discharges, transfers, and admissions proactively to assure efficient operation and resource management on the unit. Demonstrates the knowledge and skills necessary to provide indirect, patient-family-centered care appropriate to the age of the patients served on the assigned unit. Responsible for receiving visitors and responding to the needs of patients and family members.

Essential Functions

Provision of a Safe Environment
- Assists in maintaining a safe environment and intervenes appropriately.
- Identifies and/or initiates follow-up for safety issues.
- Implements physician orders safely and conscientiously, notifying the charge nurse of any concerns.

Service
- Ensures patient and family needs and expectations are met promptly and compassionately.
- Maintains CARE standards focusing on communication, appearance, and respect.
- Works collaboratively as part of the Patient Care Team to ensure smooth unit operations.

Organizational Ethics
- Upholds the mission and values of the organization.
- Maintains confidentiality of patient information.
- Respects and supports a culturally diverse staff and patient population.
- Addresses patient or family concerns by notifying the Nursing Director/supervisor or clinical leader.

Management of Resources/Supplies and Unit-Based Needs
- Orders, expedites, and distributes supplies as directed to ensure optimal levels.
- Orders supplies necessary for the unit through EBUY.
- Keeps work area and equipment neat and functional.
- Initiates and tracks facility, Bio Med, housekeeping, and IT work orders.
- Notifies Bio Med of malfunctioning equipment and arranges repairs.
- Assists in managing and facilitating unit projects.
- Acts as liaison and assists in problem-solving with auxiliary services and departments.
- Provides backup for patient transport, including escorting discharge patients and families.

Management of Information
- Answers, coordinates, and manages all unit phone calls, taking accurate messages and ensuring timely delivery.
- Participates in shift handoff communication.
- Coordinates and notifies staff of incoming paperwork including fax referrals.
- Maintains patient medical records per hospital policies, labeling and filing documents accurately and timely.
- Schedules diagnostic tests, appointments, and consults as directed.
- Coordinates logistics for patient discharges, including transportation and equipment.
- Performs clerical duties for patient admissions, transfers, and discharges using the bed management system, ensuring all patient information accompanies transfers.
- Enters, updates, and prints reports from systems like Bed Management, Meditech, and QuadraMed, including medication reconciliation, restraints, and billing information.
- Copies patient charts and materials as needed.
- Anticipates discharges and inputs tentative discharges into the bed management system.
- Communicates admissions, discharges, and transfers to relevant staff.
- Uses VOCERA communication device for team communication.
- Performs other duties as assigned.

Collaborative Interdisciplinary Care
- Interacts with all healthcare team members to provide patient-family-centered care.
- Responds to patient call lights and communicates requests to clinical staff.
- Provides clerical support and floats to other units as needed.

Patient/Family Education
- Greets and orients visitors professionally, adhering to CARE standards.
- Provides basic information about unit operations to patients and families.

Competency
- Maintains compliance with hospital and unit secretary competencies.
- Seeks ongoing education and precepts new personnel.
- Responds to staffing needs through cross-training and floating.
- Attends staff meetings and safety events.
- Participates in quality improvement initiatives and committees.

Patient Care
- Responds promptly to patient and family needs.
- Coordinates communication and clerical duties related to patient care.