Patient Care Secretary

High School/GED
Responsible for the paper process of the patient's visit which includes responsibility of patient record and accurate transcription of physician orders and entry. Works closely with Patient Care Team to ensure high quality patient care and employs good guest relations.
Responsible To: Director/Manager/Supervisor
Workers Supervised: None
Interrelationships: All Departments and Physicians
1. Assigns appropriate rooms to all admits with the assistance of care team.
2. In conjunction with Registration staff, assures all appropriate forms are signed to include: consent for treatment and/or surgery, insurance forms, Durable Power of Attorney (DPOA), consent to publish, and consent to release information to third party payers. Assures patients are given admission booklet, DPOA book, and any appropriate insurance notifications. Obtains guardianship papers for chart, when appropriate. Notifies Case manager of absence of DPOA.
3. Assembles chart upon admission and daily restocks chart with appropriate chart forms.
4. Enters appropriate charges and all orders on computer. Assures that all requested orders are signed by physician.
5. Alerts appropriate ancillary department and nursing staff of STAT orders.
6. Contacts physicians when requested, calls on consults.
7. Coordinates and answers calls to unit.
8. Greets visitors and provides needed assistance.
9. Prints daily worksheets.
10. Enters miscellaneous changes and discharges into computer to include:
A. Doctor change
B. Demographic change
C. Room transfer
D. Change of status (example: observation admit change to full admit)
E. Discharge
11. Assures charts are available and secured on unit.
12. Releases patient information as directed by the Clinical Leader. This would include copying charts for LTC units or other healthcare providers. Assists Case Managers in faxing charts and bed availability requests.
13. Places typed and completed reports on incomplete chart.
14. Makes appropriate arrangements for transfers and contacts additional nursing staff if needed for transfer.
15. Arranges order for after care supplies and makes appointments for outpatient care after discharge which may include Home Health as directed by the Charge Nurse.
16. Processes all discharges and assembles charts in proper order.
17. Files all loose paper reports.
18. Demonstrates job related aspects of patient safety to assure a safe environment, safe and effective use of equipment and technology, and decreased risk of potential adverse patient occurrence.
19. Demonstrates knowledge of and supports hospital mission, vision, value statements, standards of care, policies and procedures, operating instructions, confidentiality statements, corporate compliance plan, standards of behavior, and the code of ethical behavior.
20. Must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of patients served on his/her assigned unit. Must demonstrate knowledge of the principles of growth and development over the life span and possess the ability to assess data reflective of the patient's status and interpret the appropriate information needed to identify each patient's requirements relative to his/her age-specific needs, and to provide the care needed as described in the unit's and division's policies and procedures. (See attached for specific age ranges of patients served.)
1. Maintains a clean, safe, and functional working environment.
2. Participates in quality performance activities.
4. Assists Manager/Coordinator with clerical duties as requested.
5. Able to perform PCS functions in the following units: 2-North, 3-South, OB, CCU, and 5-South. Emergency Department and Behavioral Health require additional orientation.
6. Performs other duties as assigned.
1. Responsible for ensuring that the Family Birth Place unit remains secure at all times and assures that no unauthorized visitors enter the unit.
2. Monitors and controls entry and exit to the secured unit, via security system.
3. Greet all visitors, issues temporary visitor badges and verifies badges on current employees.
4. Ensures the surveillance monitors are operational and that the audible doorbell can be heard at all times.
5. Notifies Public Safety staff of any security related issues or alarms.
6. Assists other switchboard operator with receiving incoming calls. Maintains file of patients except and Behavior Health, and assigned room numbers.
7. Pages over hospital intercom or cortex system.
8. Diplomatically handles customers and is able to diffuse the difficult customer in a professional manner.
9. Maintains patient confidentiality.
10. Receive Home Health calls (M €“ F 4:30 PM €“ 8 AM and all day weekends and holidays) and page appropriate person on-call.
11. Look up numbers (within the hospital and outside numbers) for nursing floors, doctors, employees and outside calls.
12. May be trained in completion of Birth Certificates.
13. Additional video monitoring of patient as appropriate.
1. Completion of Medical Terminology course.
2. Completion of unit secretary class at an accredited college, Memorial Healthcare, or
equivalent on-the-job experience.
3. Requires level of education necessary to read and interpret physicians' orders and patient charts; and performs basic math skills.
4. Current certification in Basic Life Support (BLS) required.
1. Previous experience preferred, not required.
1. Able to travel independently throughout all Memorial Healthcare facilities.
2. Small motor skills required for operating modern computer, office, and telephone equipment as utilized by Memorial Healthcare (MHC).
3. Must have hand-eye coordination for transcription of orders.
1. Must be able to communicate via telephone; and utilizes a computer to enter and retrieve data.
2. Proficiency using modern office, computer and telephone equipment as used by Memorial Healthcare.
1. Must be able to follow directions and protocols.
2. Understands doctors' orders: interprets and documents on a graph.
3. Maintains proper chart organization; and keeps self and nursing unit organized.
4. Ability to adapt and maintain focus in fast paced, quickly changing or stressful situations.
5. Ability to read and interpret a variety of documents including, but not limited to policies,
operating instructions, white papers, regulations, rules and laws.
1. Must be able to communicate effectively with patients, families, visitors, etc; and read doctors' orders.
2. Able to see for the purpose of reading information received in formats including but not limited to paper, computer, reports, bulletins, updates, manuals.
3. Able to see and hear for work-related purposes.
1. Ability to interact with co-workers, hospital staff, administration, patients, physicians, the public and all internal and external customers in a professional and effective, courteous and tactful manner, at all times, physically, verbally and in all written and electronic
2. Required to remain calm when adversity is encountered.
3. Open, honest, and tactful communication skills.
4. Ability to work as a team member in all activities.
5. Positive, cooperative and motivated attitude.
6. Maintain confidentiality.
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