ICU Unit Secretary – Evenings (7:00 PM–7:30AM)

Boston Medical Center (BMC); Boston (MA); On-site; USD 24,796 - 37,195; Full time

Job summary

Boston Medical Center (BMC) is seeking an ICU Unit Secretary for evenings, 7:00 PM–7:30 AM. This full-time role includes frontline patient and family information, front desk coordination, and clinical workflow support within the ICU unit.

Responsibilities cover answering calls, coordinating transportation, maintaining patient records, and assisting with admission/discharge activities while ensuring accuracy and compassionate service in a fast-paced setting.

Qualifications

• Excellent interpersonal skills and ability to interact appropriately with nursing staff, patients, families/visitors, physicians, and other hospital staff in a fast-paced environment.
• Organizational skills to effectively set priorities and efficiently complete assigned work.
• Ability to apply basic administrative skills (typing, filing, telephone skills, etc.).
• Proficiency with computer software systems (Microsoft Office).

Responsibilities

• Performs a variety of direct service activities to ensure that patients and their families/visitors receive timely information and appropriate responses to their needs.
• Coordinates activities of front desk/office support services and performs clerical duties for the department.
• Answers patient call lights and ensures nursing staff is alerted in a timely manner.
• Maintains communication data and logs, including patient boarding and discharge tasks.
• Facilitates patient and family access to hospital services and coordinates transportation arrangements.

Skills

Interpersonal skills

Organizational skills

Administrative skills

Typing

Education

High school diploma

Tools

Microsoft Office

Office equipment troubleshooting

Job description

Overview

Position: ICU Unit Secretary – Evenings (7:00 PM–7:30 AM)

Schedule: Full time, evening 7pm-7:30am and Every 3rd weekend required

Essential Responsibilities / Duties

• Performs a variety of direct service activities to ensure that patients and their families/visitors receive timely information and appropriate responses to their needs.
• Provides informative, non-clinical information when requested by patients, families, staff or visitors. Interacts in a courteous professional manner.
• Coordinates activities of front desk/office support services. Performs clerical duties for the department. Answers/responses to telephone calls and inquiries in a timely manner.
• Answers patient call lights in a timely manner and follows up on-call light requests to ensure nursing staff has responded.
• Maintains communication data, e.g., computer, charge/white boards, daily communication sheets, assignment sheets, updates room name tags, and related labels.
• Participates in orienting patients to their room, call light, telephones and the unit by distributing welcome letters and informational packets.
• Initiates daily RN phone assignment, logs RN daily phone numbers, and demonstrates appropriate procedures to triage calls through the patient call system.
• Monitors healthcare computer software systems and Bed Board for new discharge orders, prints discharge summaries, places discharge summaries in charts, makes clinic appointments for patients prior to discharge, and documents as required.
• Facilitates patient/family/visitor access to hospital services such as the cafeteria, chapel, gift shop, parking, cashier, etc.
• Identifies emergency situations and initiates appropriate response actions within the scope of the role. Familiar with area disaster plans and unit.
• Coordinates and makes transportation appointments for patients and related materials (e.g., VA, chair car, patient transport, medical records, specimens, blood products, requisitions) in a timely manner. Uses computer software/terminal for data entry.
• Works collaboratively with other units, services, and departments to ensure patients, families, visitors and staff receive needed services information and materials.
• Takes initiative to identify and resolve questions and/or discrepancies, acting within the scope of the role.
• Performs a variety of office and clerical functions, such as photocopying, sending and receiving fax transmissions; responds appropriately.
• Coordinates unit communications, including placing alpha-numeric text pages to physicians or appropriate staff and calling family members/next of kin, as appropriate.
• May assist in patient admission, discharge and transfer processes by obtaining and managing insurance pre-approvals, verifying demographic information, and processing medical records.

Medical Record and Order Entry

• Maintains accurate, complete, up-to-date patient care records as defined by hospital policy.
• Prepares charts and labels on admission with appropriate documentation sheets and places clinical pathways in bedside charts. Maintains complete and accurate medical records through timely filing of results and treatment documents, periodic chart thinning, and replenishing chart forms.
• Label precaution charts with appropriate signs and maintains supply of precaution labels for patient rooms.
• Transcribes patient care orders accurately and in a timely manner as appropriate.
• Collaborates with the healthcare team to obtain necessary information for test/procedure scheduling, including pre-test/preoperative preparation scheduling; coordinates test/procedure schedule to minimize patient travel and time off unit.
• Communicates with patients, families, primary care providers, consultants, and staff as appropriate.
• Maintains appropriate manual and computer logs, records, and unit databases (e.g., diet list, census sheets, supply log, patient board) with current physician coverage, pager numbers, and RN names; tracks admissions and discharges.
• Ensures that the unit has a current Downtime Materials Box and replenishes it with appropriate order sheets, Doctor's Orders, Progress Notes, and lab information. Proficient in downtime procedures and aware of downtime computer and printer locations.

Care Of The Environment, Equipment And Material Supplies

• Performs activities to maintain a clean, safe, and stocked unit environment for patients, visitors, and staff. Conducts daily rounds to address safety/cleanliness issues and coordinates with appropriate departments for cleaning and transport as needed.
• Initiates work/repair orders; uses computer systems for data entry. Logs issues with ITS or help desk. Arranges for delivery of expired/broken equipment/materials to the appropriate repair site. Tracks and returns borrowed/rented equipment.
• Checks inventory, orders, maintains and restocks supplies to par levels; uses online ordering or paper systems. Verifies receipts and prices; orders as requested. Competent in ordering supplies online where applicable.
• Participates in searches for missing patients, belongings and/or equipment.
• Maintains and troubleshoots basic office equipment (daily reboot of computers, printers, scanners, etc.).

Work Rules, Standards, And Competency Compliance

• Acts to support a positive and collaborative work environment and adheres to standards, policies, procedures, and regulations.
• Conforms to hospital universal standards of performance and conduct, including patient rights and organizational standards.
• Participates in staff meetings, department initiatives, quality improvement projects, and committee meetings as assigned.
• Complies with established practice standards, policies, procedures, protocols, guidelines, and regulations (e.g., DPH, Joint Commission, Fire Codes, OSHA).
• Follows infection control and safety policies; participates in ongoing education to maintain competency and annual educational records.
• Assists in orienting new staff and serves as a resource to float staff on the unit.
• Adapts to changing patient and unit needs and offers assistance to teammates as needed.
• Collaborates with charge nurse/supervisor to coordinate break periods with unit activities.
• Follows hospital infection control and safety procedures.
• Performs other duties as needed.

Job Requirements

Education

• High school diploma or equivalent required

Experience

One to two years’ previous clerical experience in a healthcare setting preferred.

Knowledge And Skills

• Demonstrated proficiency with computer software systems, including Microsoft Office (Word, Excel, Outlook, etc.).
• Ability to use and troubleshoot basic office equipment.
• Excellent interpersonal skills and ability to interact appropriately with nursing staff, patients, families/visitors, physicians, and other hospital staff in a fast-paced environment.
• Organizational skills to effectively set priorities and efficiently complete assigned work.
• Ability to apply basic administrative skills (typing, filing, telephone skills, etc.).
• Physical ability to meet core job requirements in accordance with practice setting demands for the patient populations served.
• Ability to speak, read and write English. Multilingual skills in languages appropriate to the patient populations served are preferred.

Compensation

Compensation Range: $18.42 - $27.37

This range is an estimate based on minimum qualifications. Final offer considers education, experience, licensure/certifications, and other factors. BMCHS offers comprehensive benefits including medical, dental, vision, pharmacy, flexible spending accounts, 403(b) matching, paid time off, and opportunities for career advancement.

Equal Opportunity Employer / Disabled / Veterans

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