Part - Time Unit Secretary

Position Summary:

Under the supervision of the Clinical Nurse Manager, answers all incoming calls and greets patients and visitors arriving at the Hospital. Directs calls, patients and visitors to their destination in a friendly and helpful manner. Alerts ER RN of patients arriving for emergency care. Registers ER patients and Inpatients following approved Hospital procedures obtaining required information. Functions as clerical support for the Inpatient Unit.

Qualifications:

Education/ Experience: High school graduate or equivalent.

Other Requirements: Excellent computer and customer service skills. Maintains regulatory requirements, state and federal. Maintains and ensures patients confidentiality at all times.

Essential Functions Of The Position:

• Greets all visitors and patients arriving at the hospital via the main entrance. Is friendly, welcoming and helpful. Directs them to their destination and/or notifies department that expects them.
• Answers all incoming calls in a timely and courteous manner, properly identifying self and facility. Routes calls to appropriate person or department. Takes messages.
• Alerts ER RN to the presence of any patients that present for emergency care and/or outpatient procedures. Appropriately recognizes/responds to emergency situations.
• Registers ER patients and Inpatient Admissions.
• Collects patient demographic and insurance information accurately and enters information into the computer system. Obtains copy of insurance card when possible.
• Understands the various areas in the computer specific to health insurance policies.
• Prints off Face Sheet, Consent for Treatment and/or Admission, wrist band and label sheet.
• Applies labels to chart forms.
• Whenever possible, obtains ER patient signature for consent to treat and places wrist band on patient. Alerts ER RN if unable to do so.
• Collects co-payments from patients requesting to pay and provides receipts.
• Sets up charts for all new admissions. Keeps an adequate supply of admission packets on hand.
• Prepares inpatient admission paperwork and forms that require signatures, places on clipboard along with wrist band and gives to patient’s admitting RN.
• Reviews admission paperwork from previous day’s admissions for required signatures and notifies Charge Nurse of any unsigned forms.
• Reviews registrations from previous day’s admissions and converts any temporary registrations into full registrations, obtaining any missing demographic or insurance information.
• Reviews physician orders and enters orders for tests and treatments into the computer as appropriate. Provides phone notification to those departments that request it.
• Scans medication orders to Pharmacy as requested. Applies patient ID label before faxing.
• Sets up referrals and other appointments for inpatients as directed by the physician or Charge Nurse. Arranges for transportation if required/requested.
• Assists with ER transfers as directed by the ER provider or RN, including photocopying of records, placing phone calls and/or arranging ambulance transport.
• Works with Charge Nurse and Social Worker to maintain an accurate bed list that includes requested/accepted admissions, transfers and discharges.
• Pre-admits any expected late admissions.
• Files all lab, radiology and other reports in the patients’ charts.
• Updates daily census/staffing sheet for each shift.
• Provides break and lunch relief for Outpatient Registration Clerk.
• Demonstrates the ability to properly use the phone and computer system, the fax machine, photocopier, printers and other business machines.
• Inventories, orders and keeps the unit properly stocked with office supplies and forms.
• Keeps work area neat and uncluttered.
• Takes initiative to find productive and appropriate ways to keep busy during slow times. Limits personal internet/computer use, reading material and phone calls to break periods.

Why Grace Cottage?

Grace Cottage has been voted “Best Place To Work,” in the Brattleboro Reformers Readers’ Choice Award since 2019. We are also included in the Vermont Biz Magazines 2023 Best Places To Work in Vermont! Who wouldn’t want to work in a small hospital in VT with these accolades. Grace Cottage is surrounded by beautiful mountains to ski/snowboard/snowshoe, stunning hiking adventures, and a short commute to quant Vermont towns.

How We Support You:

• Rich Medical, Dental and Vision Insurance
• 401(k) with matching
• Life And Disability Insurance
• Loan Reimbursement
• Tuition Reimbursement
• Generous Earned Time Off Package
• Responsive Employee Assistance Program
• Wellness Motivations And Incentives
• Paid Parental Leave

We are eager to meet with you and share additional information about this enriching area of the health care we provide.