Unit Secretary- Urgent Care (Fulton and Central Square locations)

Job Title: Unit Secretary Department: Urgent Care

Reports to: Urgent Care Director Revision Date: 11/18/2024

Job Summary:

The Unit Secretary schedules patients accurately, process incoming and outgoing mail. Complete ROI by obtaining data from discharge releases and other agencies.

Duties/Responsibilities:

• Review patient information obtained by registration and nursing staff to ensure accuracy and completeness of data, forms, and signatures.
• Accurately processes supplies via Order Entry.
• Track medical records for completion of required documentation and signatures.
• Transport weekly completed Urgent Care medical records to the Health Information Department.
• Return incomplete U.C. medical records to the charge nurse and/or U.C. Clinical Manager. File completed records in the U.C. chart file
• Handle telephone information requests with courtesy, accuracy and respect for patient confidentiality. Screen telephone calls and refer to charge nurse and/or Clinical Manager as appropriate.
• Assist with transporting samples to laboratory for processing.
• Assist with helping turn over patient rooms.
• Receive information and distribute messages appropriately.
• Report all complaints to the Clinical Manager.
• Place medical records in proper chart order, maintain charts and files in systematic order.
• Assist staff in locating and completing patient records.
• Provide data entry support as assigned.
• Communicate equipment needs to the purchasing department as required.
• Assume responsibility for reading and comprehending all posted minutes and memos.
• Accurately identify all information before filing, collating, or reporting data.
• Notify departments of STAT tests and treatments.
• Prepare routing correspondence as assigned.
• Process incoming and outgoing mail.
• Obtain past U.C. medical records for patients as necessary.

• Prepare reports and statistics as assigned.
• Processes and follow up for CT Authorizations including appeal and peer to peer.
• Ensure laboratory or other tests are put into call-back log for follow-up.
• Demonstrates competence in assembling, operating, checking and maintaining equipment.
• Demonstrates cost-effective awareness in use of resources and supplies.
• Maintains proper level of stock and supplies as unit/department requires.
• Utilize techniques of body mechanics for patient and personal safety.
• Maintains a safe environment for staff and visitors.
• Demonstrates complete knowledge of safety policies and procedures.
• Participates in hospital emergency and disaster drills; know role in the event of a fire while on duty.
• Works effectively and communicates frequently with all members of the healthcare team.
• Follows chain of command appropriately to resolve problems and concerns.
• Greet patients and visitors in a cheerful, respectful, and courteous manner.
• Maintain a high degree of professionalism when communicating with the public.
• Provide accurate communication in verbal, non-verbal, and written form.
• Uses appropriate resources (equipment, ideas, personnel) in providing individualized patient care/interaction.
• Demonstrates ability to assess self-learning needs and seeks assistance to meet those needs.
• Actively participates in Quality Assurance programs and CQI.
• Assists in providing an environment conducive to learning for coworkers, students, and ancillary personnel.
• Demonstrates an ability to perform effectively in emergency situations.
• Participates in cross-training; accepts assignments to other shift/units as hospital needs require.
• Attendance ensures that job requirements are met. Present and ready for work in designated area at assigned time.
• Maintains confidentiality in all patient, hospital and physician related information; demonstrates complete discretion when discussing patient information.
• Actively participates in in-service programs; attends all mandatory classes as required; completes unit-specific competencies.
• Participates in meetings and committees as assigned.
• Makes recommendations and suggestions for positive procedure changes, understands and supports the need for change in work, policies, or procedures. Adapts easily and willingly to changes in job responsibilities.
• Demonstrates supportive and understanding communication and behavior when in contact with guests (patients, visitors, clients, physicians, employees, volunteers, etc.), always displaying positive guest relations.
• Complies with DOH requirements for annual health assessments and required immunizations.

Required Skills/Abilities (Unit Specific):

• Knowledge of medical terminology preferred.
• Demonstrated organizational and interpersonal skills.
• Demonstrated ability to use computers and standard computer software including Microsoft Office Suite.
• Ability to function in a fast-paced environment
• Ability to communicate effectively, both orally and in writing.
• Professionalism and business acumen appropriate for working with guests, clients, physicians, employees and volunteers.
• Ability to cost effectively manage resources and supplies.

Education and Experience:

• High School diploma or GED required.
• 1-year office experience preferred.

Working Conditions:

• Prolonged periods of sitting and working on a computer.
• Requires on the job orientation.
• Ability to lift, push or pull up to 15 lbs. using proper body mechanics.
• Occasionally requires assembling, operating, checking, and maintaining equipment.
• Requires attendance of various meetings and participation on committees as required.
• Actively participates in in-service programs, in Quality Assurance programs and CQI, cross training; attends all mandatory classes as required; completes unit-specific competencies.
• Occasionally requires assignments to other units/shifts as hospital needs require.
• Participates in hospital emergency and disaster drills, assumes designated role in fire safety procedures while on duty.
• Complies with DOH requirements for annual health assessments and required immunizations.
• Must be present and ready for work in designated area at assigned time.

Pay Range: $15.75-$18.90/hr

Employee salary is based on commensurate experience and other qualifications.

About Oswego Health:
The mission of Oswego Health is to provide accessible, quality care and improve the health of residents throughout Oswego County. As a nonprofit healthcare system established in 1881, Oswego Health is proud to be Oswego County’s largest private employer. More than 1,300 employees spread throughout its 18 locations, work for the Oswego Health system, which includes the 132-bed community Oswego Hospital, a 32-bed psychiatric acute-care facility with multiple outpatient behavioral health service locations, The Manor at Seneca Hill, a 120-bed skilled nursing facility, and Springside at Seneca Hill, an independent retirement community. The health system also operates Oswego Health Home Care, the only hospital-based certified home healthcare agency in the County, as well as two outpatient centers, including the Fulton Medical Center, offering urgent care, lab, medical imaging, physical therapy, and occupational health services, and the Central Square Medical Center, offering urgent care, lab, medical imaging, and physical therapy services. In addition, the healthcare system includes Oswego Health Medical Practice, a multi-specialty medical group offering the community accessible, high-quality healthcare. 100+ physicians and advanced practice providers offer an extensive array of services across CNY, including primary care and specialty care in the areas of orthopedics, cardiology, ENT, gastroenterology, breast care, general surgery, urology, and bariatrics.

EQUAL EMPLOYMENT OPPORTUNITY

Oswego Health is committed to providing equal opportunity in all employment-related matters, without regard to race (including traits historically associated with race), creed, color, religion, sex/gender, national origin, age, marital or familial status, disability, pregnancy-related condition, sexual orientation, gender identity, gender expression, transgender status, citizenship status, ancestry, arrest/conviction record, military or veteran status, domestic violence victim status, genetic predisposition or carrier status, reproductive health decision making, relationship or association with a member of a protected category, or any other legally protected characteristic. Decisions affecting your position including, but not limited to, recruitment, hiring, placement, promotion, transfer, compensation, benefits, training, tuition assistance, leaves of absence, disciplinary action, layoff/recall, and terminations will be made in accordance with this policy.