Secretary

Unit Secretary

The Unit Secretary performs those clerical duties necessary for the function of the Ambulatory Care Unit. Must be energetic and highly motivated to support the success of Saint Louis University Hospital.

Job Responsibilities and Requirements :

POSITION ACCOUNTABILITIES AND PERFORMANCE CRITERIA (Percent of Time)

Essential Functions : The following are essential job accountabilities and performance criteria :

1) Reviews Operating Room Schedule and performs tasks related to schedule (1, 2, 3, 5, 6) 15%

A) Maintains ACU schedule books according to Operating Room schedules.

B) Writes out phone call sheets for following day.

C) Makes changes to times on phone call sheets and follows through to assure patient is aware of time changes.

D) Reviews Operating Room schedule in afternoon to follow up on any changes made to schedule during the day.

E) Writes up communication board for the following day.

2) Enters patient charges and orders through meditech computer system. (1, 2, 3, 4, 5, 6) 10%

A) Enters patient charges.

B) Reconciles patient charges the following working day after entered. Must be reconciled within three days.

C) Maintains data reports related to patient census in ACU.

D) Enters orders into meditech computer system.

E) Utilizes Compliance Checker when indicated for Medicare patients.

3) Assures patient packets are ready for all categories of patients seen in ACU. (1, 6) 10%

A) Assembles blank packets for locals, outpatients and same day admits.

B) Assures adequate binders / divides are available for chart preparation.

4) Medical Record Maintenance : maintains records in accordance with hospital standards. (1, 2, 3, 5, 6) 25%

A) Pick up charts from Pre-admission Testing.

B) Compile patient charts for appropriate patient type. Charts should be prepared the afternoon prior to the patients visit.

C) Assure patient label is on every page of chart.

D) Maintain files for patients receiving series of electroconvulsive therapy.

5) Acts as a receptionist for the nursing unit : pays prompt and courteous attention to the needs of patients / families / visitors / physicians / coworkers. (1, 3, 5, 6) 20%

A) Answers phone within 5 rings identifying self, title and nursing unit.

B) Provides directions to those who ask.

C) Notifies nurses and OR of new patient arrivals.

D) Notifies OR of cancellations or "no shows".

E) Assist those who come into unit and give attention to their needs.

6) Safety / Infection Control : Practices according to safety and infection control policies. (1, 2, 3, 4, 5) 5%

A) Practices universal precautions and disposes of hazardous wastes per established guidelines.

B) Maintains a safe, clean, comfortable and therapeutic environment for patients / families / employees in accordance with hospital standards.

1. Maintains clutter free environment.

2. Keeps conversations and background noise to a minimum.

3. Adheres to dress code.

C) Reports risk management concerns.

D) Assumes responsibility for completing all annual mandatory requirements :

1. Safety / Fire

2. Blood Borne Pathogen

3. Hazardous Communication

4. TB

5. Department Specific

6. Age Appropriate Care (if appropriate)

7) Service : Provides service excellence to the customers of Saint Louis University Hospital by delivering timely, high quality care in a courteous, and respectful manner. (1, 2, 3, 4, 5) 10%

A) Demonstrates Care and Courtesy

1. Provides prompt, respectful, courteous service.

2. Responds to requests promptly.

3. Apologizes for mix-ups or delays.

B) Communicates Effectively and Maintains Confidentiality.

1. Listens to concerns and address needs.

2. Maintains confidentiality of all patient information.

3. Disposes of patient information in appropriate bin.

4. Does not give out information over the phone unless patient approves.

C) Demonstrates Competence and Collaboration

1. Provides accurate information.

2. Shares knowledge with other departments to facilitate work flow and continuity.

D) Provides Cost Effective Services.

1. Uses resources wisely.

2. Recommends changes in practice that increase efficiency and minimizes waste.

3. Minimizes overtime and utilizes time well.

8) Quality Improvement (QI) : Incorporates Quality Assessment into one's daily work. (1, 2, 3, 4, 5) 5%

A) Participates in discussions of PI outcomes.

B) Collects PI data as assigned.

C) Participates in research activities on the nursing unit.

8) Age appropriate care : Provides age appropriate care to :

____ Infant __X Child __X Adolescent __X Adult __X Geriatric

A) Completes age appropriate competency.

B) Interacts with the patient / visitor on an appropriate cognitive / developmental level.

C) Is responsive to the families need for involvement in the care process.

The following job accountabilities may be reassigned.

1) Specific secretarial duties.

DISCLAIMER : Performs other related duties as assigned or requested.

Rationale for Essential Functions

1) The performance of this function is the reason the job exists.

2) There are limited employees among whom the performance of this function can be distributed.

3) This function occupies a great deal of the employee's time.

4) This function is highly specialized. Employees are hired for the skill / ability to perform this function.

5) Failure to perform this function may have serious consequences.

6) The function was performed by past employees and is performed by current employees.

7) Exposure to blood borne pathogens that require the use of protective equipment

8) Exposure to tuberculosis that requires the use of protective equipment

Job Specifications

MINIMUM EDUCATION : High school graduate or equivalent. Post high school vocational / specialized training preferred.

MINIMUM EXPERIENCE : One year of secretarial experience preferred.

REQUIRED COURSE : None

WORKING CONDITIONS :

1. May be exposed to infections and contagious diseases.

2. May be exposed to the risk of blood born disease.

3. Occasionally exposed to radiation hazards.

4. Subject to injury from moving parts of equipment.

5. May be exposed to patient elements

6. Subject to many interruptions.

7. Pressure due to multiple competing demands.

8. Subject to varied and unpredictable situations.

9. May be exposed to latex.

PHYSICAL REQUIREMENTS :

1. Frequent prolonged standing / walking.

2. Occasionally lifts, positions, pushes or transfers patients.

3. Assists with lifting and moving patients.

4. Occasionally lifts supplies / equipment.

5. Manual dexterity and mobility.

6. Occasionally reaching, stooping, bending, kneeling, crouching,

MACHINES : 1. FAX

2. Computer / printer

3. Phone system

REQUIRED PROFESSIONAL LICENSE AND / OR CERTIFICATIONS