Unit Secretary

Oakwood Village; Madison (WI); On-site; USD 21,000 - 28,000; Full time

Job summary

Oakwood Village seeks an organized Unit Secretary to handle receptionist/secretarial duties in the nursing department. The role supports the Director of Resident Services and contributes to a hospitable, team-oriented environment.

Responsibilities include greeting visitors, handling calls, data entry, and assisting with admissions and transfers, all while maintaining confidential records and complying with state/federal regulations.

Qualifications

• Proven ability to carry out responsibilities in a quality professional manner with efficient workflow.
• Knowledge of secretarial practices and office equipment usage.
• Effective communication with public/visitors in a cordial, helpful manner.
• Organizes and prioritizes work with accuracy and attention to detail.
• Collaborates with team to meet Oakwood’s mission.
• Maintains confidentiality of sensitive information.

Responsibilities

• Answer all incoming calls and intercom, relay messages promptly.
• Greet visitors to the department and direct them appropriately.
• Manage daily mail and routine clerical duties.
• Maintain and update resident data and orders in the system.
• Assist in admissions, discharges and transfers of residents.
• Transcribe orders and support nursing staff as needed.
• Maintain compliance paperwork and immunization records.

Skills

Communication

Office equipment

Teamwork

Independent decision making

Confidential information handling

Empathy

Education

High school diploma or equivalent

Tools

Microsoft 365

Medical records software

Job description

University Woods Campus
Madison, WI 53705, USA

Description

POSITION OVERVIEW

This position is responsible for the receptionist/secretarial duties within the nursing department.

The Unit Secretary is accountable to the Director of Resident Services.

ESSENTIAL RESPONSIBILITIES

Fully embraces a culture of hospitality and teamwork by living the Oakwood Core Values:

• Compassion: We care deeply about the people we serve and the people we work with on a daily basis. We work together to help one another.
• Faith: We have a commitment to remain true to the vision and mission of Oakwood.
• Inclusion: We include everyone. We welcome opinions and strive to consider different perspectives to create fair, welcoming, and accessible experiences for all.
• Integrity: We work to be transparent and fair. We act with honor and respect for our residents, their families, and our co-workers.
• Dedication: We care about the people we serve and work with on a daily basis. We are dedicated to providing superior service to one another and our community.
• Answers all in-coming calls and intercom, records and relays messages promptly.
• Cordially greets visitors to the department and directs them to the resident or staff member, and promptly directs all visitor inquiries to the appropriate individual.
• Sorts and distributes in-coming mail.
• Takes responsibility for the daily flow of activities at the nurse’s station.
• Inputs and updates computer data relating to face sheet admission Data Entry and Physician Orders.
• Prepares department requisitions as needed.
• Does various departmental typing, filing, and copying as needed.
• Assists in the maintenance of bulletin boards.
• Maintains nursing forms to assure compliance with State/Federal regulations.
• Maintains immunization record data entry for resident information.
• Keeps files drawers up to date.
• Notifies the various physicians of the required resident exams (e.g., physical, dental, urology, orthopedic, etc.) and maintains updated files on each resident.
• Calls doctor's offices for resident appointments, prepares records for audit, and arranges their transportation.
• Mails out telephone orders and tracks the orders to assure timely return.
• Mails out physician's order renewals.
• Prepares records to accompany each resident at time of doctor's visits, hospital admission, or transfer from Oakwood.
• Assists with admissions and discharges and transfers of residents:
• Ensures resident room is clean and prepared with welcome basket.
• Provides prompt communication to interdisciplinary team.
• Adds admission/discharge resident information to daily memo.
• Transcribes new orders on new admissions and daily orders.
• Takes pictures of new admissions.
• Keeps track of Medicare certifications.
• Attends staff development sessions that relate to professional development.
• Performs many similar duties as needed in order to meet the mission of Oakwood.
• Labels resident doors appropriately and updates as needed.
• Photographs identified wanderers and distributes photos for posting.
• Conducts QA monitoring as directed by Director of Resident Services or designee.
• All other duties as directed.

ESSENTIAL QUALIFICATIONS

• Proven ability to carry out responsibilities in a quality professional manner that results in the effective and efficient workflow throughout the department.
• Knowledge of secretarial practices and skills in the use of office equipment including personal computers and word processing software.
• Effectively communicate with the public/visitor contacts in a cordial, friendly and helpful manner.
• Organizes and prioritizes work while being accurate, detailed and to completion.
• Works collaboratively fostering effective teamwork in meeting the mission of One Oakwood.
• Works independently and makes sound decisions.
• Proven track record of handling confidential information and maintaining confidence.
• Demonstrates understanding, and empathy towards the residents, family members and staff members.

EXPERIENCE, EDUCATION, AND/OR TRAINING

• High school education or equivalency preferred.
• Proficient in Microsoft 365.
• Proficient in utilization in medical record keeping.
• Medical/health field experience preferred.

Equal Opportunity Employer
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