To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.
The Unit Secretary coordinates the clerical and receptionist activities of the Patient Care Unit under the direction of the Clinical Coordinator, Nurse Manager and Program Director. The Unit Secretary is willing to accept responsibility for individual job requirements and performance and is able to contribute to the efficient and effective operations of the department. The Unit Secretary exemplifies behaviors reflecting Service Excellence and support of the Strategic Dimensions by modeling the Core Success Factors as described in the Performance Review.
Responsibilities: 1. Responsible as a unit representative demonstrating service excellence. 1.1. Acknowledges patients, families, visitors and staff promptly and graciously. 1.2. Communicates to others with respect and concern. 1.3. Maintains confidentiality of information according to established policy. 1.4. Participates in the process to obtain a copy of Advanced Directives for the medical record when patient or family provides hard copy. 1.5. Receives, coordinates and communicates telecommunications in a timely manner. 1.6. Notifies the nurse immediately of stat communications. 1.7. Answers patient call lights in a timely manner and communicates patient or family requests to clinical staff. 1.8. Maintains hard copy of medical record and adds new forms or reports as needed. 1.9. Maintains downtime forms for use during downtime of electronic medical record. 1.10. Maintains in an orderly fashion the clerical supplies for the unit, assures their availability in adequate number, inventories all supplies and requisitions more as necessary. 1.11. Maintains orderliness of Patient Information Center (PIC) and ensures EVS daily cleanliness. 1.12. Registers patient for My Chart prior to discharge. 1.13. Arranges for calling in prescriptions and follow up appointments prior to patient discharge as needed. 1.14. Prepares the medical record and forms for transfer of patients to another clinical facility. 1.15. Completes hard copy of medical record at discharge and removes excess forms. 1.16. Completes hard copy of medical record when a patient expires. 1.17. Documents transfers, discharges and deaths in electronic medical record. 1.18. Cooridinates with clinical staff, transporters and testing departments for the transport of patients to testing areas. 1.19. Print Ticket To Ride prior to transporting patients. 1.20. Completes unit specific patient charges where appropiate. 1.21. Manages time efficiently and completes assigned work within scheduled time. 1.22. Communicates suggestions for reducing costs or improving productivity to the Nurse Manager. 1.23. Enters work order requests for equipment and systems in need of repair. 1.24. Inputs staffing schedule into payroll system weekly and prints reports for nurse manager. 1.25. Prepares memos, agendas, letters and minutes as requested. 1.26. Posts memos in memo book as necessary. 1.27. Enters and maintains unit specific statistics for managerial reports. 2. Teamwork 2.1. Embraces shared goals versus narrower interests: actively cooperative vs. competitive or non-committal. 2.2. Seeks to understand other's priorities and processes, and openly shares potentially useful information. 2.3. Understands the importance to the team/group of consistently dependable work. 2.4. Recognizes and takes opportunities to help others through handling an already full workload. 3. Organizes and maintains the clerical activities of the embryology lab. Interacts with other departments and other medical facilities. Contributes to the fiscal integrity of Greenwich Fertility. 3.1. Continually seeks ways to sustain and improve one's skills. 3.2. Grasps opportunities for feedback and coaching, as the means to contributing one's best. 3.3. Focuses on performance improvement as an opportunity for learning and an obligation for excellence. 4. Flexible/Open-Minded 4.1. Listens with an open mind to other's opinions in the spirit of finding and following the best ideas. 4.2. Willingly sets aside familiar techniques and procedures to learn a new, more effective approach. 4.3. Responds to sudden or frequent changes in assignments and priorities by seeking ways to adjust most effectively. 4.4. Suspends judgement on policies and decisions, which present difficulties, allowing time to earnestly assess their pros and cons. 5. Treats the people we serve as guests. 5.1. Welcomes patient, visitors and staff in a warm, friendly manner; is courteous; makes eye contact and smiles; introduces self by name and, when appropriate, by position; addresses people by name whenever possible. 6. Listens to patients, visitors and staff and acts promptly to address concerns. 6.1. Uses active listening techniques to understand other's needs and acts decisively to resolve problems. 6.2. Promotes teamwork between people and services. 7. Respects the privacy and confidentiality of patients, visitors and staff. 7.1. Treats all patient related and other discussions with discretion; eliminates gossip; does not discuss patient or hospital business in elevators or other public areas. 7.2. Is sensitive to issues of private space and personal dignity; always knocks before entering a room and introduces self when meeting someone for the first time; closes curtains and doors; provides robes and blankets as appropriate. 7.3. Uses the staff elevators to transport patients. 8. Presents a professional image. 8.1. Wears name-badge in a highly visible location; adheres to department dress code; makes sure that appearance is appropriate for professional role. 8.2. Practices good personal hygiene and grooming. Is neat and clean. Avoids colognes, perfumes and after-shave lotions. 8.3. Communicates clearly and positively with coworkers and positively represents Greenwich Hospital in the workplace and our community. 9. Answers the telephone professionally. 9.1. Answers the phone promptly following department guidelines; introduces self and department, and as appropriate, offers assistance. Uses a pleasant tone of voice. 9.2. Is a good listener; focuses on caller's needs, clarifies as necessary; follows through on the caller's requests. 9.3. Uses the conference key to transfer calls; explains where the call is being transferred to and the extension for future use; gives information to the receiving department about the caller's needs; brings caller on-line and introduces them. 9.4. Uses communication technology appropriately, (beepers, voice and email, intercoms, overhead pages, etc.). 10. Maintains a clean and safe environment. 10.1. Keeps work area safe and clean; keeps hallways clear. 10.2. Corrects unsafe conditions if possible, or, reports them if assistance is required. 10.3. Understands the safety codes and knows how to respond effectively. Knows the location of the Department Safety Manual and is familiar with its contents. 10.4. Uses equipment correctly and reports problems promptly. 11. Anticipates what services and information people need and takes action to provide it. 11.1. Watches for clues that patients or visitors require assistance. Asks, 'May I help you?' Escorts them to their destination, if necessary. Encourages people to ask questions. 11.2. Minimizes the anxiety caused by waiting by explaining the reason for the delay to the patient. Communicates with the patient frequently. 11.3. Is sensitive to different cultural, emotional and spiritual needs of people. 12. Must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit. The individual 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 or her age specific needs, and to provide the care needed as described in the unit's/area's/ department's policies and procedures
High School or equivalent
Basic clerical, telephone skills and computer/fax experience
Experience with medical terminology
Excellent computer skills
Standing, walking, typing