Unit Secretary

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.