Ward Clerk/Unit Secretary U

Montefiore Hudson Valley Collaborative; New York (NY); On-site; USD 28,000 - 40,000; Full time

Job summary

Montefiore Medical Center is seeking a Unit Secretary for the Evening shift on the General Medicine unit. The role centers on maintaining patient records, coordinating admissions, discharges and transfers while serving as the unit's receptionist and information hub for the care team.

You will handle family/caregiver communication, manage calls and messages, and support inventory and scheduling tasks in a fast-paced environment.

Qualifications

• High School/GED required.
• Must be able to read, write and speak English fluently.
• Computer literacy required.
• Experience with CIS/BIS systems or Windows-based workflow is a plus.

Responsibilities

• Maintain patient medical records from admission through discharge.
• Greet visitors and respond to inquiries in a courteous manner.
• Screen phones, relay messages and coordinate with care teams.
• Arrange patient appointments and referrals within 30 minutes of order.
• Monitor unit inventory and order supplies cost-effectively.
• Support flow of information between the unit and departments.

Skills

Interpersonal skills

English fluency

Computer literacy

Education

High School/GED

Tools

CIS

BIS

Windows OS

Job description

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City/State: Bronx, New York Grant Funded: No Department: NUR - NW6 General Medicine Bargaining Unit: 1199 Work Shift: Evening Work Days: EVENINGS VARY Scheduled Hours: 3 PM-11:30 PM Scheduled Daily Hours: 7.5 HOURS Hourly Rate: $25.33 For positions that have only a rate listed, the displayed rate is the hiring rate but could be subject to change based on shift differential, experience, education or other relevant factors. To learn more about the “Montefiore Difference” – who we are at Montefiore and all that we have to offer our associates, please click here.

Job Summary

The Unit Secretary is responsible for the flow of information inter/intra unit and between members of the patient care team. Additionally, the unit secretary functions as a receptionist while performing secretarial and routine administrative duties. The unit secretary's primary role is integrity and maintenance of the medical record from admission to discharge, ordering supplies, and coordination of the movement of patients on the assigned unit. Utilizes effective interpersonal skills to communicate and collaborate effectively with the Interdisciplinary Care Team.

Essential Functions Providing a Safe Environment.

• Provides and maintains a safe environment through preventive and interventional measures.
• Adherence to infection control, safety, and disaster policies and procedures. Tags and removes broken equipment immediately. Communicates information regarding broken equipment to engineering or bioengineering as appropriate. Ensures patients' rights are respected as identified in the Patient Bill of Rights
• Maintains patient confidentiality at all times. Promoting Core Values. Promotes the Core Values of Patient, Family Centered Care. Recognizes the family as defined by the patient. Accepts the concept of family as constant in the patient's life. Honors the diversity of patients and families. Respects patients and families as people with rights, responsibilities, and choices regarding their own health and lifestyle. Believes environmental design and conditions are key to healing, nurturing, and independence of patient and family. Sees patients and families as advocates from and for the community. Able to set priorities, problem solve, use proper judgment in difficult situations, and be flexible in all situations.
• Completes assignments within established time frames. Asks questions and seeks clarification when necessary. Escalates difficult situations as appropriate.

Participating in Quality Improvement.

• Actively participates, practices, and promotes continuous quality improvement. Contributes to problem identification and problem-solving in the work environment. Supports the mission, vision, performance target factors, and goals of Montefiore Medical Center.

Performing Assigned Duties.

• Performs other duties as assigned and necessary for the efficient operation of the medical center.
• Reports on and off duty to the charge nurse.
• Maintain patient medical records from admission through discharge in the appropriate "Universal Chart" order.
• Complete charts sent to the medical records department in the pre-defined universal chart order. All patient charts are complete and properly identified. All pages in the chart are stamped with the patient's addressograph or labeled correctly. Remove and store excess pages as necessary from the medical record and files in the approved location.
• Charts are located and stored in the proper place at all times.
• Screen and respond to telephones, call lights, and patient intercom in an appropriate manner. Locate personnel and relay messages as needed. Evidenced by direct observation and feedback from patients, nurses, and medical center staff.
• Greet visitors in a cordial and respectful manner. Respond to questions within the scope of responsibility and provide directions if needed. Evidenced by direct observation and feedback from patients/visitors, nurses, and medical center staff.
• Provide non‑medical information regarding patients when appropriate. Refer all other inquiries to the appropriate caregiver, physician, and/or nurse. Evidenced by direct observation and feedback from patients, nurses, and medical center staff.
• Maintain and immediately communicate all admissions, discharges, transfers, and deaths to the appropriate departments. Evidenced by direct observation and feedback from ancillary departments.
• Random census audits on patient units. Maintain patient unit records and forms as required by the patient care unit, such as patient activities and movement logs. Evidenced by random reviews by the manager.
• Arranges for patient appointments and referrals after receiving an order. All appointments are scheduled within 30 minutes of the order.
• Arranges for retrieval of patients belongings; as well as transportation. Notifies Security to retrieve patient belongings and gives patient property receipt. Calls for Ambulette or Taxi as directed by RN.
• Monitors unit inventory and orders all patient unit supplies utilizing appropriate forms and/or technology in a cost effective way. As evidenced by stock availability, budget variances and compliance to medical center policies and procedures.
• Reviews tele‑tracking system to assure that a patient has not been scheduled in two places at the same time. Assures that all schedules are available and make appropriate notations on the system when changes occur. Notifies RN of patient's scheduled test time. Acts as the communication liaison between the unit and ancillary departments. Performs a unit‑based bed sweep three times a day.
• Timeliness of patient arrival to the ancillary area. Gives report to oncoming Unit Secretary, which includes: A. Location of patients off the unit. B. Anticipated admissions/discharges/ transfers. C. Patients scheduled for tests and procedures. D. Summary of daily activities.
• Utilizes Unit Secretary worksheet/CIS to keep track of patient location, discharges/transfers/ admissions. Utilizes telephone message logs as per unit practice. Maintains inventory of office supplies and equipment.
• Orders supplies from warehouse on BIS/SAP System Generates Purchase orders/Requisitions manual/ automated. Keeps accurate records of orders. Follow‑up on return of broken equipment/ replacement on unit.

Qualifications

• High School/GED Required.
• To be trained on either CIS or BIS a unit secretary must demonstrate that they are capable of working in a windows environment.
• Computer Literacy Required.
• Must be able to read, write and speak English fluently.
• Previous experience preferable.
• OHS Annual Assessment.
• OHS Fit Test.

Montefiore Medical Center is an equal employment opportunity employer. Montefiore Medical Center will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.

Since its inception in 1884, Montefiore’s mission has been to heal, to teach, to discover and advance the health of the communities we serve. Montefiore's state‑of‑the‑art facilities include the internationally‑recognized Children’s Hospital at Montefiore and our Notable Centers of Excellence - Montefiore Einstein Center for Cancer Care, Montefiore Einstein Center for Heart and Vascular Care, Montefiore Einstein Center for Transplantation. Combined with a growing number of locations for primary and specialty care throughout the Bronx and Westchester County, Montefiore is the ideal organization to apply and hone your expertise. An assortment of insurance products and discount programs through Voluntary Benefits. Check out our comprehensive benefits available to you when you join our outstanding team! To heal, to teach, to discover and to advance the health of the communities we serve. To be a premier academic medical center that transforms health and enriches lives.

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