Job Abstract

The Department Secretary provides quality care and promotes smooth flowing visit for both patient and family. He/She is responsible for all clerical duties related to administrative functions of Department/Unit Services. The Department Secretary also functions as the receptionist and acts as a liaison between the department and other hospital and physicians staff.

Essential Duties:

• Initiates clerical duties as defined in the unit secretary scope of practice.
• Demonstrates flexibility, ability to problem-solve and self-direction.
• Consistently collaborates with the charge nurse and other hospital personnel to ensure smooth, cost-effective, efficient workflow within the patient care unit.
• Maintains clean and organized work area.
• Ensures unit supplies/forms are ordered weekly, as needed.
• Demonstrates a thorough understanding of and expertise in the use of Cerner Millenium.
• Aware of changes in Cerner Millenium and communicates them to appropriate staff.
• Provides timely and accurate census reports within one hour of starting shift and updates as necessary.
• Documents appropriately on down time forms.
• Utilizes courtesy, compassion, kindness and honesty while interacting with public, patients and all hospital personnel.
• Demonstrates appropriate communication skills whether in person, via telephone or in writing.
• Meets patient’s expectations by answering phone/call lights courteously and promptly within three rings.
• Identifies self by name and unit.
• Routes all calls/requests to appropriate personnel and identifies on phone the reason for transfer and assures the connection is made.
• Attempts to problem solve independently, seeking assistance from Clinical Coordinator or Director, if unresolved.
• Assists with the management of patient information. Keeps the chart in optimum condition.
• Assists other ancillary personnel in obtaining parts of charts as necessary.
• Involved with and keeps aware of changes from hospital-wide committees including, but not limited to, the unit secretary’s meeting.
• Reviews and begins to assemble the admission chart forms for surgery schedule add-ons immediately upon notification of admission.
• Adds appropriate forms to chart as necessary.
• Files diagnostic reports appropriately as per CURL standards in the designated area of the chart as information is received during the shift.
• Takes on assignments as directed.
• Demonstrates collaboration, congeniality and problem-solving skills.
• Maintains an open line of communication between management and other staff while demonstrating a professional demeanor at all times.
• Communicates and clarifies outstanding patient care orders/activities to the Charge RN when leaving the unit or for the day.
• Is a team player and possesses a positive attitude.
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent
• Req Ability to communicate effectively in English both verbally and in writing.
• Req Computer literacy in word processing, spreadsheets, power point, etc.

Preferred Qualifications:

• Pref 2 years Experience in an OR setting as a receptionist.
• Pref Previous office, filing and typing experience.
• Pref Knowledge of medical terminology.
• Pref Familiarity with MS office, word processing, IDX, Cerner, PBAR and scheduling software.
• Pref Surgical procedure identification knowledge preferred.

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring ordinance. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu.  Inquiries will be treated as confidential to the extent permitted by law.

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