Unit Secretary - Addiction Recovery Center

Position Summary:


To facilitate the activities of the unit/facility through the effective performance of receptionist, transcriptionist, and clerical processes. Acts as the front door to the unit/facility, managing information, and connecting physicians, staff, patients, and visitors with appropriate resources.

Qualifications:


EXPERIENCE REQUIREMENTS
Previous experience in/with a secretary or any clerical position familiar with medical terminology. Proficient keyboarding. And required to complete a unit secretary course.

SKILLS AND KNOWLEDGE
Basic reading, writing and oral skills Ability to respond appropriately to customer/co-worker. Interaction with a wide variety of people. Maintain confidential information. Ability to communicate only the facts to recipients or to decline to reveal information. Ability to project a professional, friendly, helpful demeanor. Basic computer knowledge: Uses word processing, spreadsheet, e-mail application, and web browser. Comfortable within a Windows OS and learning new application. Basic Microsoft Word understanding

Essential Functions:

Acts as the front door and receptionist for the unit/facility, promoting positive relationships

• Greets visitors, physicians, patients, and staff promptly in a courteous, friendly, and receptive manner
• Ensures that safety and privacy of patients and staff are top priority by monitoring closed circuit television cameras and allowing only appropriate individuals access into the unit/facility.
• Demonstrates thorough knowledge of HIPAA through actions such as asking visitors to sign-in, checking patient releases, etc.
• Displays warmth, concern and respect for those seeking assistance.
• Answers telephone timely, professionally, identifying unit, name, and title.
• Establishes positive working relationships with other hospital departments and personnel.
• Knowledgeable and respectful of the roles other ancillary department personnel have in delivering patient care.
• Communication with others is professional and respectful.
• Alerts staff to walk-in assessments in a discreet and expedient manner.
• Keeps reception area organized and neat.
• Prioritizes and accurately channels incoming and outgoing information.

Utilizes Technology accurately and efficiently.

• Skillfully and professionally answers incoming calls, transferring, coordinating and conferencing callers accordingly.
• Uses overhead paging system for emergent and non-emergent situations adhering to unit/facility policies.
• Enters and scans patient documents into EMR system.
• Establishes and coordinates patient specimen drops within specialized laboratory software system, including setting up weekly drop lists, printing patient labels, and packaging specimens for UPS pickup.
• Prepares and enters survey and other assorted data into various spreadsheets for daily and monthly reports.
• Monitors and modifies Assessment Schedule, reporting no-shows for future follow-up.
• Acts as a super-user for the EMR system, assisting coworkers as needed.
• Registers, admits, discharges, and schedules patients using EMR system.
• Understands and is knowledgeable of computer downtime procedures.
• Enters, modifies, and corrects patient changes as appropriate.
• Prints/copies materials for office staff as requested.
• Proficiently operates and is able to trouble-shoot fax machine and printer

Performs activities efficiently and accurately to facilitate quality patient care and to ensure a safe and efficiently operating unit.

• Accurately utilizes supply ordering, seeking to promote efficient and cost-effective measures wherever possible.
• Participates in CPI training/certification.
• Responds appropriately to unit emergencies and alerts.
• File/scans reports from printer/fax.
• Maintains flexibility and is able to adapt to rapidly changing environment and work volume.
• Attends and participates in daily safety huddles.
• Attends and participates in unit committees, staff meetings (ire., unit secretary meetings, meetings with CEO, benefits committee meetings).
• Submits work orders for repairs or cleaning of unit/facility as needed.
• Adheres to Hand washing policy.
• May act as backup to Office Coordinator for medical records requests.
• May act as a backup to the Intake Coordinator for callers requesting services, filling out intake data sheets and passing the information on to the appropriate personnel.
• Performs extra duties as requested