FT Day Shift Unit Secretary- Intensive Care Nursery

Penn Medicine, University of Pennsylvania Health System; Philadelphia (Philadelphia County); On-site; USD 22,000 - 34,000; Full time

Job summary

Penn Medicine is seeking a Day Shift Unit Secretary to join the Intensive Care Nursery (ICN) at the Hospital of the University (HUP) in Philadelphia. This role supports clerical operations and collaborates with nurses to maintain efficient patient care workflows.

The unit secretary will handle communications, documentation, and office tasks, ensuring accurate medical records and patient privacy in accordance with HIPAA. A high school diploma or GED is required, with 40 hours per week.

Qualifications

• H.S. Diploma or GED required.
• Equivalent experience may be considered in lieu of formal education.

Responsibilities

• Answers incoming telephone calls, relays messages promptly, and responds to inquiries in a professional and courteous manner.
• Coordinates with nursing staff and hospital personnel regarding patient needs, status, and location.
• Calls Rapid Response Team (RRT), Airway, Code Blue, or other emergency codes per hospital policy.
• Greets patients, families, and visitors courteously and provides directions and basic information.
• Maintains patient records in the electronic health record accurately and in a timely manner.
• Supports nursing staff in patient safety, documentation, and unit operations.

Education

H.S. Diploma/GED

Equivalent Experience

Job description

Description
Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Description
Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.
Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?
The Hospital of the University (HUP) is hiring a Day Shift Unit Secretary to join the Intensive Care Nursery (ICN) 40 hours a week.
Summary:

• The Unit Secretary is an integral member of the health care team who delivers quality care through collaboration and communication with team members. They work under the direct supervision of the nurse manager and the registered nurse to support the clerical operations of the patient care unit. Some of the major responsibilities will include managing clerical and information systems, receptionist duties, collection and reporting of patient information while also assuming responsibility and accountability for their role performance based on HUP's Standards of Excellence.
  

Responsibilities:

• Communication and Coordination Answers incoming telephone calls, relays messages promptly, and responds to inquiries in a professional and courteous manner. Communicates clearly and effectively with nursing staff and hospital personnel regarding patient needs, status, and location.
• Calls Rapid Response Team (RRT), Airway, Code Blue, or other emergency codes in accordance with hospital policy, as directed by the care team. Assists clinical staff during emergency situations by coordinating communication, locating appropriate resources, and facilitating urgent requests. Alerts the assigned nurse to the sounding of alarms or safety alerts
• Does not change equipment settings or rates.
• Patient and Visitor Relations Greets patients, families, and visitors courteously
• Provides directions and basic, non-clinical information as appropriate. Encourages patients to ask questions, express concerns, and participate in care decisions when appropriate.
• Demonstrates sensitivity and responsiveness to patient, family, and staff needs. Communicates clearly and in a manner that minimizes distractions and allows adequate time for responses.
• Provides privacy and respects patient dignity and autonomy whenever possible. Actively supports unit patient satisfaction and service excellence goals.
• Patient Safety and Access Management Responds promptly to patient call bell systems and communicates patient needs to the appropriate healthcare team members. Manages access through locked unit doors and intercom systems per protocol while maintaining patient dignity and safety. Identifies patients accurately using two patient identifiers per hospital policy and in accordance with National Performance Goals. Maintains and updates patient identification bracelets and verifies accuracy of identification materials.
• Supports nursing staff in identifying and implementing patient safety precautions (e.g., fall risk indicators, signage, monitoring equipment). Recognizes physical, cognitive, or sensory changes that may require additional assistance and promptly notifies nursing staff.
• Health Information Management Ensures patient consents and Advance Directive documentation are completed accurately and that appropriate follow-up occurs.
• Assists patients who may require help understanding or completing forms, consents, or advance directives, within role limitations. Maintains confidentiality and complies with HIPAA policies regarding the use, disclosure, and protection of Protected Health Information (PHI).
• Maintains patient medical records in accordance with unit and organizational protocols. Enters admission, discharge, and transfer data into the electronic health record accurately and in a timely manner. Prepares patient charts and documentation for transfers, diagnostic procedures, discharge, and post-acute care transitions. Ensures completed discharge charts are placed in designated locations for Medical Records retrieval. Provides guidance to medical teams on completion and secure handling of electronic death certificates per established guidelines.
• Unit Operations and Resource Support Coordinates patient transport services as needed. Retrieves supplies and medications from the pneumatic tube system as authorized
• secures stock items in appropriate locations. Delivers patient-specific medications and blood products directly to the assigned nurse following safety protocols. Orders, tracks, cleans, restocks, and arranges return of equipment and supplies, including malfunctioning items. Identifies emergency equipment on the unit and knows its location. Monitors and maintains supply levels at nurses’ stations and replenishment areas.
• Orders stationery, paper products, and forms in accordance with current established departmental processes. Sorts and distributes patient mail, flowers, and packages per unit guidelines. Maintains a clean, safe, and organized work environment, including mobile workstations.
• Patient Care, Safety, and Regulatory Responsibilities Performs duties in accordance with Penn Medicine and entity values, policies, procedures, and applicable regulatory, safety, and accreditation standards. Participates in hospital-wide and department-specific initiatives related to patient and employee safety. Demonstrates awareness of patient and employee safety during all daily activities. Validates and maintains required competencies for the role.
• Observes standard, isolation, and safety precautions at all times.
• Demonstrates proper body mechanics when lifting, moving, or assisting patients or equipment. Carries out fire safety and emergency procedures and identifies the location of oxygen safety valves on the unit. Knows the limits of role responsibilities and seeks guidance or escalation when appropriate.
• Flexibility and Team Support Accepts temporary reassignment to other units as directed by the Nurse Manager or Charge Nurse. Collaborates with interdisciplinary team members to support efficient unit operations. Performs other duties as assigned to support the unit, department, entity, and health system.
  

Credentials:
Education or Equivalent Experience:

• H.S. Diploma/GED (Required)
• Education Specialization: Equivalent Experience:
  

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.
Live Your Life's Work
We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.