UNIT SECRETARY/CNA (0.6 FTE)

Description

The Unit Secretary/CNA plays a dual role, providing both administrative and clinical support within an acute care setting. This position is critical in ensuring the smooth operation of the unit by efficiently managing communication, patient records, and administrative tasks, while also delivering high-quality patient care to all patient populations on the unit. The individual in this role is expected to be organized, compassionate, and capable of multitasking in a fast-paced environment. Demonstrates flexibility with assignments within professional scope/duties/licensure

Essential Duties

Administrative Duties (Unit Secretary):

• Administrative support: Manage the day-to-day administrative tasks of the unit. Timely coordinate patient admissions, transfers, and discharges. Maintain accurate and up-to-date patient records. Answer and direct incoming calls, take messages, and manage paging systems for the unit.
• Communication: Serve as a liaison between patients, families, healthcare providers, and other hospital departments, ensuring effective communication within the unit. Maintain up-to-date patient information in the electronic medical records (EMR) system, ensuring confidentiality and compliance with HIPAA regulations.
• Scheduling: Assist in the coordination of patient flow on the unit, ensuring that patient needs are met promptly.
• Clerical and Organizational Tasks: Maintain an organized and efficient work environment by managing supplies, ensuring that forms and materials are readily available, and keeping the unit's physical and digital spaces well-organized.
• Unit communication Tasks: Update unit communication tools, such as whiteboards and patient status boards, to reflect current patient information and staff assignments.
  
  

Clinical Duties (CNA)

• Patient Care: Assist patients with activities of daily living (ADLs) such as bathing, dressing, grooming, feeding, intake/output, and toileting. Answer call lights promptly, and relay patient concerns to the nursing team.
• Vital Signs: Monitor and record vital signs, including temperature, blood pressure, pulse, and respiration rates, oxygen saturation, weights, and blood sugars as needed and report any abnormalities to the nursing staff.
• Mobility Assistance: Assist patients with mobility, including turning, positioning, and transferring from bed to wheelchair or stretcher, using proper body mechanics and safety techniques.
• Specimen Collection: Collect specimens such as urine and stool for laboratory testing as directed by nursing staff.
• Patient Safety: Observe and report any changes in patients’ conditions to the nursing staff. Ensure the safety and comfort of patients by following established protocols. Utilize restraints and assistive devices appropriately. Assist with emergency codes as needed.
• Documentation: Document patient care activities and observations in the electronic health record (EHR) system in a timely and accurate manner.
• Infection Control: Adhere to infection control procedures, including hand hygiene, proper use of personal protective equipment (PPE), and environmental cleaning.
• Equipment Handling: Assist with the setup, operation, management, and cleaning of medical equipment as directed by the nursing staff.
• Patient Experience: Engage with patients and their families in a manner that promotes comfort, trust, and understanding. Address patient concerns with empathy and professionalism, striving to create a positive and supportive environment that fosters a sense of security and well-being.
• Employee Experience: Contribute to a positive and collaborative work environment. Offer constructive feedback and assistance to peers, and engage in open communication to promote a culture of mutual respect and teamwork.
• Team member will maintain annual education requirements for hospital-based certifications (e.g. DNV CARF and or others).
  
  

Non-essential Duties

• Assist with additional clerical tasks such as filing, faxing, and photocopying as needed.
• Help in maintaining inventory levels for medical supplies and equipment within the unit.
• Maintain and stock patient care supplies and equipment in designated areas.
• Occasionally assist in transporting patients to other departments within the hospital as needed.
• Assist with non-clinical patient needs, such as directing visitors to the appropriate locations within the facility.
• Provide support during unit meetings by preparing agendas, taking minutes, and distributing meeting materials.
• Participate in unit-based quality improvement initiatives by providing administrative support for data collection and analysis.
• Provide general assistance to visitors and non-clinical patients, offering directions and answering basic inquiries about the hospital's services.
• Environmental Maintenance: Assist in maintaining a clean and organized work environment, including tidying patient rooms and common areas.
  
  

Requirements

Preferred Experience:

• Previous experience in a hospital or acute care setting preferred.
• Proficiency in using electronic health record (EHR) systems.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office management software.
• Strong organizational, communication, and interpersonal skills.
• Ability to work effectively in a fast-paced and team-oriented environment.
  
  

Required Licensure/Education

• Certified Nursing Assistant (CNA) certification required in the state of Illinois.
• Basic Life Support (BLS) certification through the American Heart Association required
  
  

Preferred Education

• High School Diploma or equivalent preferred.
• Completion of a medical secretary or healthcare administration program is preferred
  
  

Exposure

Employee Health Requirements

• Chemicals: Occasional use of alcohol, cleaning agents
• Video Display Terminals: Average
• Blood and Body Fluids: Minimal potential-very restricted direct patient contact with this type of patient
• TB or Airborne Pathogens: Minimal potential-very restricted direct patient contact for this entity.
  
  

Sensory Requirements (speech, Vision, Smell, Hearing, Touch)

• Speech: Needed to communicate with physicians, patients, families and hospital personnel.
• Vision: Needed to see CIS displays, graphic lines for documentation, assignment board from nursing station, to read printouts, reports, names on charts, forms.
• Smell: Electrical/fire safety.
• Hearing: Needed for hearing telephone communication, hear PA system announcements.
• Touch: Needed to manipulate equipment/tools, computer entry.
  
  

Activity/Lifting Requirements

• Shift: Days
  
  

Percentage of time during the normal workday the employee is required to:

• Sit: 70%
• Twist: 10%
• Stand: 10%
• Crawl: 0%
• Walk: 20%
• Kneel: 2%
• Lift: 5%
• Drive: 0%
• Squat: 5%
• Climb: 1%
• Bend: 5%
• Reach above shoulders: 2%
  
  

The weight required to be lifted each normal workday according to the continuum described below:

• Up to 10 lbs: Frequently
• Up to 20 lbs: Occasionally
• Up to 35 lbs: Not Required
• Up to 50 lbs: Not Required
• Up to 75 lbs: Not Required
• Up to 100 lbs: Not Required
• Over 100lbs: Not required
  
  

Describe And Explain The Lifting And Carrying Requirements

• Carry old reports to nursing counter, waist high, approx. 5-10'.
• Lift IV supplies from med counter to cabinets approx. 2-5'.
• Lift. /carry C/S supplies from utility room floor to cabinets, 3-8'.
• Carry stacks of charts, waist high, counter to counter, approx. 5-15'.
• In emergency, could carry fire extinguisher down/up 5 flights of steps and several hundred yards.
  
  

Maximum consecutive time (minutes) during the normal workday for each activity:

• Sit: 120
• Twist: 10
• Stand: 30
• Crawl: 0
• Walk: 10
• Kneel: 5
• Lift: 5
• Drive: 0
• Squat: 5
• Climb: 1
• Bend: 15
• Reach above shoulders: 2
  
  

Repetitive Use Of Hands (Frequency Indicated)

• Simple grasp less than 5 lbs.
• Normal weight: 5- 10lbs-often
• Pushing and pulling normal weight: 5-200lbs occasionally.
• Fine Manipulation: Scissors, tape, stickers, stapler. Separating sheets of paper. Tearing perforated papers apart.
  
  

Repetitive use of foot or feet in operating machine control:

• None
  
  

Environmental Factors And Special Hazards

Environmental Factors (Time Spent):

• Inside hours: Varies
• Outside hours: None
• Temperature: Normal Range
• Lighting: Average
• Noise levels: Average
• Humidity: Dry
• Atmosphere: Odors
  
  

Special Hazards: Radiation, Chemical

• Chemical -drugs/work with patients receiving chemotherapy-Explosive-oxygen; Radiation-cesium implants and radioactive iodine therapy direct radiation for radiology equipment; mechanical- use of Hoover lift bed scales, motorized wheelchairs, bathtub lift chair.
• Protective Clothing Required: As required for chemotherapy or in cases of isolation, i.e. gloves, gowns, masks, goggles.