Clinical Secretary II

Clinical Secretary II - Emergency Dept * Nights - 24hrs/wk

Shift: Nights

General Summary:

The Emergency Department Clinical Secretary II functions in a collaborative environment as the focal communication point in the department and is responsible for all clerical and receptionist activities. The ED Clinical Secretary II is responsible for ensuring that all emergent communications are established between the Emergency Department and specialty services within established timeframes, meeting metrics for a Level II Trauma Center and Comprehensive Stroke Center. The ED Clinical Secretary II is responsible for all physician consults, critical transfers out such as pediatric patients, as well as ordering items, placing work orders. The ED Clinical Secretary II takes prearrival phone calls from other facilities, specialty, and primary care offices and is responsible for arriving the patient in the EMR and directing the phone call to the appropriate RN or physician. The ED Clinical Secretary II is the primary point of contact for all incoming phone calls including patient’s family members, lab calls, patient calls, etc.

Knowledge, Skills and Abilities:

• High School diploma or GED required.
• Minimum one year of work experience in hospital or business setting-preferred.
• Typing word processing, data entry experience required.
• Proficiency with medical terminology- . required
• Excellent customer service skills and communication skills (oral and written) required.
• Ability to organize, prioritize, and perform duties in an independent manner with little supervision required.
• Ability to adjust to constant changing work situations preferred.

Essential Functions and Responsibilities:

1. MEDICAL RECORD
   1. The ED Clinical Secretary II will maintain the integrity of each patient’s medical record by following all hospital and federal HIPPA guidelines, ensuring that all patient identifiers are protected. This responsibility includes assembling the paper components of the medical record upon admission, which includes scanning appropriate documentation into the electronic medical record, print necessary patient identification (i.e. labels, wristbands, stickers, etc…); keeping the chart in the appropriate, functional order as prescribed by hospital and department policy; filing diagnostic reports in the chart; witnessing consent forms; monitoring the location of charts at all times. Ensures all patients arriving via EMS have a completed consent form, abstract the data into an Excel form, collect and submit monthly. In the event of an EMR downtime, the ED Clinical Secretary II will be proficient in facilitating and coordinating the downtime process for the Emergency Department; ensuring that all paper charts are created, written orders are processed, copies are sent to appropriate departments and final steps are processed with the closing of downtime; scanning documentation into the Electronic Medical Record and attached in the accurate order; printing necessary patient identifiers (labels, wristbands, stickers etc.); witnessing consent forms, documenting consults to any services, and documentation and initiation of activations for STEMI, trauma, and stroke.
2. COMMUNICATION
   1. The ED Clinical Secretary II must have the ability to communicate with a diverse and cultured population, including patients, family members, visitors, staff, physicians, and other community health care providers. Communication must be clear and concise in both written and verbal form. The ED Clinical Secretary II will be communicating orders to others via phone, fax, pneumatic tube system and computer (Vocera Web Console); initiating consults for admission; establishing and completing the process for patient transfer outside the facility, admissions, and discharges, while coordinating with necessary departments and outside agencies.
   2. The ED Clinical Secretary II will coordinate all incoming internal and external visitors who enter or call the department. Must be able to prioritize calls or visitors appropriately while greeting and directing patients, hospital personnel, and other requests; having the ability to facilitate the communication regarding patient care activities and patient location, while providing information regarding the same; referring requests from patients and family members to the appropriate nursing staff or appropriate staff; facilitate communication coordination during emergency situations, STEMI, Trauma Codes, Stroke Activations and orders; while communicating messages to the appropriate personnel. Initiating appropriate forms for admission, discharge, transfer, and consultation for use by other healthcare team members; placing orders for special equipment and supplies; processing charges and credits for ordered supplies and equipment; and continually reviewing unprocessed orders.
3. PATIENT INFORMATION COORDINATION
   1. Maintain current patient information to facilitate efficient and safe patient care delivery. This responsibility includes updating patient information in the computer system; collaborate with admissions, discharges and transfers with all other appropriate departments; and scheduling procedures and transfers with outside agencies, coordinating clinical needs as required.
4. RECEPTIONIST
   1. Assist internal and external customers who enter or call the department. This responsibility includes greeting and directing patients, visitors and hospital personnel; receiving phone calls and directing them appropriately; facilitate the communication regarding patient care activities and patient location, and providing information and direction regarding the same; refering requests from patients and family members to nursing staff or other appropriate personnel; facilitate communication coordinator during emergency situations, STAT requests and orders; and communicating messages and patient care information to the appropriate people. Demonstrate expertise in all communication venues, including phone, computer, pagers, vocera, patient call system, bed management system, copier, and fax and pneumatic tube system.
5. WORK STATION
   1. Maintain a clean, safe and efficient workstation for all members of the healthcare team to facilitate flow of patient care activities; maintaining adequate quantities of forms, supplies, and equipment; and maintaining equipment in the proper working order. Creating daily specialty consult call sheet from the Medical Administration VOCERA schedule, then distributing call sheet to be used for physicians as a resource for patient follow-up. Updating VOCERA on-call schedule when a physician schedule is changed. Knowledgeable with office equipment and having the ability to fix or know which resource to reach out to have equipment repaired in a timely manner.
6. MISCELLANEOUS
   1. Perform other tasks as assigned by the Registered Nurse in charge to facilitate department efficiency.
   2. Participate on department or hospital committees as requested.
   3. Attend and participate in inservices and meetings related to job description.
   4. Demonstrate flexibility in staffing patterns and resolution of staffing conflicts.
   5. Participate in temporary assignment measures and working various shifts.
7. Performs other duties as assigned. These may include but are not limited to: Maintaining a current knowledge base of department processes, protocols and procedures, pursuing self-directed learning and continuing education opportunities, and participating on committees, task forces, and work groups as determined by management.

Requisition #: req8930