EDUCATION & EXPERIEEDUCATION & EXPERIENCE:

• Completion of an accredited Unit Coordinator/Clerk program, or one-year related job experience/college course work.

CERTIFICATIONS:

• BLS

To support the daily operation of a patient care unit through clerical support to the health-care team.

ESSENTIAL JOB FUNCTIONS:

• Performs receptionist/secretary activities for assigned area embodying the Principles of Service:
  • Greets patients, guests, and staff in a courteous manner.
  • Interacts with and provides services for patients and their families, appropriate to the specialty and age of the patient (as defined in the Unit Addendum).
  • Utilizes professional telephone etiquette at all times.
  • Promptly answers telephones and intercoms.
  • Accurately routes call and message to the appropriate individuals or departments.
  • Uses basic computer skills and printing equipment to retrieve and process appropriate clinical information from the hospital information system.
  • Promptly processes electronic mail and messages, i.e.: transmits, receives, and acknowledges them; prints hard copies of incoming mail or messages, or routes them to other terminals as designated; enters dates, time, and identifying data related to mail and messages into an index of electronic files or documents.
  • Maintains bulletin boards, unit manuals, and files so they are current and in correct order.
  • Posts flyers in designated areas.
  • Sorts and distributes incoming unit mail, placing it in the appropriate place/mailbox.
  • Maintains accurate logs and records.
  • Organizes and prioritizes various aspects of work.
  • Promptly and accurately enters and retrieves information through the Hospital Automated System.
• Practices positive guest and peer relations:
  • Consistently communicates in an effective and courteous manner.
  • Directly addresses or reports and seeks assistance in dealing with guest/customer complaints/concerns.
  • Establishes and maintains a positive rapport with patients/families, other guests, other departments, and peers.
• Maintains unit Medical Records as outlined by UTMB policies and procedures:
  • Assures that medical records are properly assembled in universal chart order, filed, maintained and repaired. This includes thinning and organizing long stay charts.
  • Notifies appropriate individuals of orders, admissions, transfers and discharges within 5 minutes of event, as appropriate.
  • Is proactive with follow up to ensure ancillary services are provided as ordered.
  • Transcribes, enters, and recognizes manual and electronic information to patient unit or
    hospital record in an accurate, concise, timely, and legible manner.
  • Compiles statistics and data for reporting purposes and maintains census reports.
• Maintains equipment and supplies on assigned unit:
  • Tracks unit equipment loaned to other areas.
  • Monitors, orders, and arranges repairs for equipment and supplies necessary to support the area operation.
  • Obtains routine equipment as well as emergency equipment.
  • Maintains equipment instruction manuals.
  • Initiates requisitions and prepares justification for additional replacement equipment.
  • Inventories unit equipment and assumes responsibility for the organization and disposition of equipment including all related reports.
  • Assists in protocol for evaluation of new supplies and medical/nursing consultation. Also, follows up with the necessary evaluation on positive or negative aspects for tested supplies and equipment.
  • Inventories and orders office supplies and medical record forms.
  • Maintains unit par levels, and inventory control for unit/patient supplies and equipment, including coordination and collaboration with sterile processing and purchasing.
  • Tracks and monitors sterile tray processing to prevent lost charges, or missing instruments.
• Meets patient needs that do not directly relate to medical or nursing care:
  • Assists with phone communications for patients with disabilities that prevent independent action in making and receiving calls.
  • Assist in patient room preparation, serving patient meals, transporting patients, and performing indirect patient care duties as needed.
  • Knows and follows safety measures and takes emergency action if patient safety is jeopardized.
  • Assists nursing and admitting in patient room assignment.
  • Works cooperatively with others to complete assignments and accepts and promotes change as the patient is served in a courteous and timely manner.
  • Makes necessary arrangements for accomplishing errands for the unit, and runs errands as needed.
  • Coordinates patient schedules with other hospital services/departments, and informs patient of dates, times, etc.
• Assists in the maintenance of a neat and orderly environment:
  • Assists in coordinating and maintaining the units’ environment including aesthetic safety and cleanliness as well as functional aspects. Follows up with appropriate actions as needed, including submission and monitoring of work orders.
  • Maintains a neat, orderly nursing station, including delivering flowers to patient’s rooms, emptying trash cans, cleaning equipment, defrosting the refrigerator, cleaning the fax machine, utility room, med cart, etc.
• Respects and supports patient/family rights:
  • Serves as patient/family advocate, as/when appropriate.
  • Practices principles of patient and employee confidentiality.
  • Utilizes available resources and seeks assistance in dealing with ethical dilemmas, as appropriate.
• Participates in and supports continuous quality improvement activities at the unit, departmental, service, or hospital level, as appropriate:
  • Participates in Continuous Process Improvement initiatives.
  • Uses initiative to perform recurring work independently.
  • Follows accepted practice in resolving non-recurring problems and meeting deadlines.
  • Initiates and coordinates reports of unusual incidents and takes indicated follow up actions.
• Demonstrates acceptable productivity and practices cost containment:
  • Prioritizes and completes all work in an effective and efficient manner.
  • Demonstrates initiative, resourcefulness, and flexibility.
  • Effectively and efficiently uses time, equipment, and supplies.
• Functions as an interdependent and supportive team member:
  • Provides support and assistance, as appropriate.
  • Completes errands or other related duties to support the area operation.
  • Participates in unit/departmental meetings/activities and supports the philosophy and goals of the unit/department and hospital.
• Accepts responsibility for own growth/development:
  • Participates in in-services and ongoing education programs.
  • Remains current on all in-service/education/credentialing/certification requirements for position, as appropriate.
  • Exchanges constructive feedback with peers and others.
  • Conducts self-evaluation and participates in developmental goal setting.
  • Seeks out and participates in opportunities for personal/professional development.
  • Adheres to internal controls and reporting structure.
  • Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES:

• Proficient in typing, spelling, and medical terminology.

SALARY RANGE:

Salary commensurate with experience.

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.