Mass General Brigham

Site: Brigham and Women's Faulkner Hospital, Inc.

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Monday - Friday rotating weekends. 3:00pm - 11:00pm

Job Summary

Summary

Under the supervision of the Nursing Director and as a member of the Unit Based Patient Care Team, the unit secretary performs a wide range of secretarial duties and coordinates unit/floor procedure to ensure professional and efficient operation of the department in providing quality patient care. Performs the following duties to support unit operations and coordination of resources including but not limited to, answering unit phones, collaborating with health care team members and other departments, scheduling patient tests and appointments, maintaining all medical records, initiating and tracking unit requests, coordinating discharges, transfers, and admissions proactively to assure efficient operation and management of resources on the unit. Greets patients arriving at the Emergency Department and may assist with sign in. Enters patient information into EPIC ASAP module. Provides directions and assistance to patients and visitors. Assures the practice of the Patient and Family Centered Care Model in an environment that exemplifies best practice. Performs other duties assigned as needed. Demonstrate the knowledge and skills necessary to provide indirect patient family centered care appropriate to the age of the patients served on assigned unit. Responsible for receiving visitors and responding to needs of patients and family members.

Does this position require Patient Care? No

Essential Functions

• Provision of a Safe Environment
• Assists in maintaining a safe environment and intervenes appropriately.
• Identifies and/or initiates appropriate follow up for any safety issue.
• Service
• Ensures patient and family member’s needs and expectations are met in a timely and caring manner.
• Maintains the I.C.A. R. E. standards with focus on communication, appearance and respect.
• Works collaboratively as a member of the Patient Care Team and takes a proactive role in ensuring the smooth and efficient operation of the unit.
• Organizational Ethics
• Maintains and promotes the mission and values of the organization.
• Maintains confidentiality of all patient information
• Respects and supports a culturally diverse staff and patient population.
• Utilizes the proper procedures address patient or family’s concerns by notifying the Nursing Director/supervisor or clinical leader.
• Management of Resources/supplies and unit based needs
• Monitors and distributes unit and clerical supplies as directed by the Nursing Director to assure par levels required of efficient operations.
• Maintains work area and off ice equipment in neat and functioning order.
• Initiates and tracks appropriate Facilities, Bio Med, Housekeeping, and IT related problems/replacements/ requests or work orders.
• Notifies Biomed department of malfunctioning equipment and arranges repair requests and for the equipment to be returned to the department.
• Assists Nursing Director to manage and facilitate unit projects.
• Acts as a liaison and assists in problem solving with ancillary services and all other departments which provide services or have an effect on unit activities.
• Management of Information
• Answers, coordinates and manages all phone calls to the unit in consultation with the charge nurse. Takes accurate messages and ensures their delivery to the

appropriate staff in a timely and professional manner. Places pages and phone calls upon request of clinical staff.

• Participates in shift to shift handoff communication by giving or receiving hand of report to/from the incoming/outgoing unit secretary and charge RN.
• Coordinates and notifies appropriate staff regarding all paperwork coming onto the unit including fax referrals.
• Maintains all patient medical records per hospital policies and procedures in a neat and orderly manner; properly label each page and file testing results and other information in individual medical records accurately and in a timely manner.
• Monitors and informs staff of patient diagnostic tests, appointments, and consults upon the direction of physician or RN.
• Coordinates logistics of patient discharge including transportation and paperwork, etc.
• Performs clerical duties to admit, transfer, and discharge patients with the use of bed management system. Make certain that the patient record/chart, patient labels, and other pertinent information accompany the patient on transfers.
• Copies patient charts and other materials as requested.
• Utilizes Epic system to: access and update administrative data screens, to enter transport requests, and print specimen labels.
• Requests and maintains old medical records as needed.
• Communicates with healthcare team members via VOCERA communication device.
• Performs all other duties as assigned
• Collaborative Interdisciplinary Care
• Interacts with all members of health care team to provide interdisciplinary patient family centered care.
• Answers and communicates patient request to appropriate clinical staff .
• Provides clerical support to unit staff as needed.
• Patient/Family Education
• Receives and orients visitors to unit/department in a professional manner, projecting a positive public image with use of the C.A.R.E. standards.
• Provides all patients and families with basic information for unit operation.
• Competency
• Maintains compliance with hospital, unit secretary specific competencies.
• Identifies and actively seeks out unit and/or service-related continuing education classes.
• Orients or precepts new personnel as assigned and acts as a resource for other professionals, patients, and significant others on the unit.
• Responds to staffing needs of the healthcare team.
• Attends staff meetings and/or read staff meeting minutes to keep current with unit and organizational updates or changes.
• Attends the annual Safety Fair.
• Quality Improvement
• Understands unit specific quality indicators.
• Participates in Quality Improvement Projects and Committees as directed by the Nursing Director.
• Patient Care
• Responds to patient and family care by answering telephone calls in a timely manner.
• Coordinates patient communication through a variety of general reception and clerical duties.
• ED Greeter
• Greets, directs and assists all patients and visitors as they arrive.
• Facilitate the patient sign in process.
• Enters the patient sign in information into the Epic system.
• Notify the triage nurse of patient arrival.
• Protects patient confidential information at all times.
• Directs visitor, patients, and hospital staff to appropriate destination politely, accurately and clearly to ensure minimal confusion.
• Enacts all emergency procedures as stated in policy and procedures.
• Monitors waiting room activities and facilitates interactions and communication with ED liaison as appropriate.
• Communicates effectively and establishes good rapport with all levels of personnel, i.e.: nurses, physicians, other clinical staff, administration and volunteers.
• Assists triage nurse and registration staff as requested.

Qualifications

Education High School Diploma or Equivalent required and Associate's Degree preferred Can this role accept experience in lieu of a degree? No Licenses and Credentials Experience 2+ years of experience in medical, customer service setting preferred Knowledge, Skills and Abilities - Staff adheres to all I C.A.R.E. Standards. - Knowledge of medical terminology preferred. - Computer knowledge of Microsoft Office preferred. - Excellent interpersonal skills to interact effectively with patients, visitors, and hospital personnel. - The ability to work as a team member, promoting a caring and collegial attitude toward fellow employees. - The ability to work under stressful conditions, adapting to the changing pace on the unit, frequent interruptions, emergencies, and acutely ill patients. - Ability to work independently, with well developed organizational skills in order to prioritize tasks. - Demonstrated verbal and written communication skills to effectively interact with staff through voice mail, e-mail, etc. - Demonstration of flexibility and willingness to adapt to diverse role as a member of the unit based patient care team. - Must be able to demonstrate the knowledge and skills necessary to provide indirect care appropriate to the age of the patients served on his/her assigned unit. - The age of patients on this unit range from Adolescent to Geriatric. - Ability to sit and/or stand for an extended period of time. - Ability to assist lifting and carrying up to 20 lbs. - Ability to assist with the transportation of patients on and off the pod. - Demonstrated customer service skills.

Additional Job Details (if applicable)

Physical Requirements

Standing Occasionally (3-33%)

Walking Occasionally (3-33%)

Sitting Constantly (67-100%)

Lifting Occasionally (3-33%) 20lbs - 35lbs

Carrying Occasionally (3-33%) 20lbs - 35lbs

Pushing Rarely (Less than 2%)

Pulling Rarely (Less than 2%)

Climbing Rarely (Less than 2%)

Balancing Occasionally (3-33%)

Stooping Occasionally (3-33%)

Kneeling Rarely (Less than 2%)

Crouching Rarely (Less than 2%)

Crawling Rarely (Less than 2%)

Reaching Occasionally (3-33%)

Gross Manipulation (Handling) Constantly (67-100%)

Fine Manipulation (Fingering) Frequently (34-66%)

Feeling Constantly (67-100%)

Foot Use Rarely (Less than 2%)

Vision - Far Constantly (67-100%)

Vision - Near Constantly (67-100%)

Talking Constantly (67-100%)

Hearing Constantly (67-100%)

Remote Type

Onsite

Work Location

1153 Centre Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Evening (United States of America)

Pay Range

$18.44 - $27.39/Hourly

Grade

SF1125

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement:

2810 Brigham and Women's Faulkner Hospital, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.

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