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Unit Secretary

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POST DATE 9/7/2016
END DATE 11/15/2016

Mary Free Bed Rehabilitation Grand Rapids, MI

Grand Rapids, MI
AJE Ref #
Job Classification
Part Time
Job Type
Company Ref #
Entry Level (0 - 2 years)
High School Diploma or GED


We have the great privilege of helping patients and families re-build their lives. It's extraordinarily meaningful work and the reason we greet the day with optimism and anticipation. When patients \\"Ask for Mary,\\" they experience a culture that has been sculpted for more than a century. Our hallmark is to carefully listen to patients and innovatively serve them.

Mary Free Bed is a not-for-profit, nationally accredited, rehabilitation hospital with 167 inpatient beds - 119 acute and 48 sub-acute. There are numerous outpatient programs as well as home and community services. With the most comprehensive rehabilitation services in Michigan and an exclusive focus on rehabilitation, Mary Free Bed physicians, nurses and therapists help our patients achieve outstanding clinical outcomes.

Mission Statement

Restoring hope and freedom through rehabilitation.


Unit secretaries perform clerical and receptionist duties within the nursing station, to assist clinical staff and physicians with important patient care responsibilities. This non-licensed team member assists with support and clerical work for those providing patient care, and performs other department activities as outlined in this job description. Accuracy and effective, timely communication with the RN responsible for each patient is required. Work performed by each unit secretary must support the mission, vision, and values of Mary Free Bed.

Essential Job Responsibilities:

* Clerical and Administrative Support - Each unit secretary is required to perform the following skills:

* Transcribes and transmits physician orders and other \\"ward orders\\" in appropriate areas.

* Communicates and exchanges information in a timely manner with employees from departments in acute care hospitals that provide services for Mary Free Bed patients.

* Completes applicable physician orders and requests from the nursing staff, and communicates according to policy or department processes.

* Confers with the responsible RN to schedule patient activities and tests

* Maintains communication boards within the nurses' station with updated information.

* Alarm systems - monitors, assists clinical staff within, and responds to alarms for the roam alert system and other alarms within the nurse's station. Monitors the weather alert radio for severe weather notifications and communicates promptly with the nursing supervisor.

* Answers telephones, takes messages, and communicates messages to the appropriate person

* Performs clerical functions such as admissions, discharges, and transfers of patients according to policies and processes.

* Monitors supply levels, and orders office supplies and equipment as needed. Receives and places items in proper storage areas.

* Communication - Each staff member in the Nursing Department is responsible to communicate in a timely, professional and respectful manner at all times. Responsibilities of the unit secretary include, but are not limited to:

* Patients and their families or visitors are treated with kindness and respect.

* Customers, physicians, and other staff members are treated with kindness and respect.

* Maintains effective working relationships with employees throughout the organization.

* Treats patient call lights as a primary communication method between the patient and the caregiver, and promptly answers to call lights, in person, as soon as possible to assist the caregivers.

* Deals discretely and sensitively with confidential information, and follows all hospital policies related to protected health information.

* Customer Service - Demonstrates excellent customer service behaviors consistent with organizational and departmental standards. Consistently promotes teamwork and direct communication with co-workers. Deals discretely and sensitively with confidential information.

* Employee communication - The unit secretary understands that communication with hospital and department leadership occurs in many ways, and that it is the responsibility of each employee to be aware of policy and practice changes. This information is shared through various methods such as administrative bulletins, staff meetings, bulletin board postings, email, department newsletters, individual discussions, and on the MFB intranet (InsideMFB).

* Employee training and competency assessments - Each unit secretary is responsible for orientation and training of new employees. Additionally, each employee must complete all required training and competency assessments prior to the posted deadlines. Questions about required education and competency modules should be addressed to a nurse educator or a nursing supervisor to ensure that the requirements are completed prior to the deadlines.

* Performance evaluations -Each unit secretary will meet with a nursing supervisor to complete an annual performance evaluation prior to the department or organizational deadline. The employee will provide input to the supervisor when reviewing goals and performance from the completed review period. The employee will work with the supervisor to review organizational and departmental action plans, and to identify personal goals for the upcoming review period.

* Safety policies - Each employee is responsible to demonstrate knowledge of and performance in accordance with hospital and department safety and infection control policies and procedures. Each unit secretary will be responsible for their assigned shift and work area and will maintain a safe and clean working environment for the benefit of patients, physicians, and staff.

* Fiscal Responsibility - Each unit secretary will assist with documenting patient chargeable items according to department policies. Additionally, each employee will avoid duplication and waste of supplies and will arrive to work on time and work throughout the shift, unless taking a designated break. If the unit secretary does not have work to do, the unit secretary will ask a RN or a nursing supervisor for work to avoid downtime. If overtime is expected, the unit secretary will communicate this in advance with the nursing supervisor so that alternatives can be explored.

The Unit secretary is also responsible for other department tasks, as assigned, and in alignment with departmental policies and procedures. Performs assignments as directed by management, and provides input on new services or revisions to new/existing policies and procedures as appropriate.

Responsibilities in Quality Improvement:

Contributes by identifying problems and seeking solutions. Promotes patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications:

* Licensure Requirements: None

* Education: High school graduate or equivalent GED required.

* Physical Demands/Work Environment: The work environment described here are representative of those an employee will encounter while working as a unit secretary at Mary Free Bed. The ability to perform these tasks are required in order to provide the necessary care required by MFB patients and employees:

* Required to stand, sit, talk, type, read, and hear

* Required to use hands and arms to handle, feel, carry and work

* Required to frequently stand, walk, bend, kneel, and rise from a kneeling position.

* Required to be independently mobile, with frequent bending, and reaching overhead, for activities.

* Must be able to exert 20 to 50 pounds of force occasionally, and/or 10 to 25 pounds of force frequently, and/or greater than negligible up to 10 pounds of force constantly to move objects(*).

* Due to possible exposure to blood-borne pathogens and hazardous materials, must be able to understand and follow department policies related to employee safety.

* Must be competent with computer systems.

* Must be able to work effectively under time