Holy Family Home (Little Sisters of the Poor) is a Long-Term Care facility that is dedicated to caring for the elders. Holy Family Home provides our residents with high quality and caring services. Holy Family Home is responsible for the care, comfort and safety of our 18 Residents in all activities of daily living. Holy Family Home is dedicated to treating our patients and each other as family as well as ensuring we provide a comfortable and friendly place to work.
Holy Family Home is looking for an amazing Medical Secretary to join our family team to work part time - 2 - 3 days per week.
JOB OBJECTIVE:
Responsible for scheduling and transporting Residents to appointments. Also responsible for ancillary supply for Nursing and maintaining medical records on each Resident in accordance with accepted professional standards and practices; ensuring records are accurately documented, readily accessible and systematically organized. These services are consistent with the Home's standards and philosophy and are in compliance with all regulations, codes, policies and procedures that govern the facility.
JOB STANDARDS:
- Must be a high school graduate, preferably a Certified Nursing Assistant with a strong educational background or work experience that includes secretarial, business, clerical areas and driving transportation vehicles.
- Must be able to type and have basic computer skills.
- Must be able to read, speak good English and have telephone skills.
- Must be able to understand, communicate and deliver messages accurately. Able to communicate effectively with all departments, residents and their family.
- Must be able to function independently performing duties/tasks with minimum supervision or direction.
- Must possess the ability to perform *essential job functions with or without reasonable accommodations.
JOB RESPONSIBILITIES AND DUTIES:
Medical Records:
- Organize, oversee and assure that the open or closed clinical records of all Residents are compliant with Federal and State regulations.
- Assure confidentiality safeguarding the clinical record against loss, destruction, or unauthorized use, including video, audio, or other computer stored information.
- Ensure compliance with HIPAA, disclose information only with the consent of the Resident and/or the Resident's Durable Power of Attorney or representative.
- Assure confidentiality of record destruction and do so in compliance with regulations. Maintain and destroy the necessary documents.
- Scanning of results for lab, x-ray and other diagnostic services into Residents Electronical Medical Records so that all are provided for on a routine basis in compliance with Federal and state regulations. Filing of paper reports/results into the residents Medical Record files in the current existing charts for Residents in chart rack.
- Maintain and updating PCC Home page with information on Physician visits daily and/or external scheduled Consultant visits and diagnostic services for residents, coordinating with Nursing services as needed.
- Resident Medical Records (non-electronic) will be audited on a quarterly basis to ensure the records are not overflowing. The thinned records will be placed in the designated Resident folders in the secured Medical Records Room.
- When a resident is discharge from the facility, their Medical Record will be removed from the active records and placed in the Medical Records Room for seven years.
- Maintain confidentiality of all Resident, departmental and organizational information.
- Work effectively and cooperatively as a team member within Nursing Department and with all departments or other disciplines.
- The Lab Calendar of designated dates/tests needs to be kept updated according to the Physicians’ orders. (weekly, Monthly, Annual, etc.)
- Lab slips and a Lab Tracking Log will be completed the week prior, placed in the “Laboratory Book” and the Laboratory Book will be placed in the Exam Room the prior workday before the scheduled lab days.
- The Home page will be reviewed each day for notifications of any new labs.
Transportation:
- The Medical Secretary will transport Residents to/from appointments as well as completing paperwork that will need to be provided to the Floor Nurse on duty.
- Contact and schedule appointments to external medical offices or Diagnostic Centers for residents. Contact the residents POA /or family member to notify them of appointments and ask if they would be able to accompany them to the appointments.
- Once appointments are scheduled, ensure communication to residents is provided via a written notice with date & time of the appointment.
- Appointment date and time will be entered into the Schedulers calendar to keep organized and ensure double booking of appointments.
- Appointments will be entered a week ahead of time on Point Click Care home page to alert the Nursing staff of scheduled appointments.
- Responsible for creating a list the transport van is needed. Also responsible for preparing a Consult Visit Report and attaching a Medication Summary and /or diagnostics for visits
Ancillary:
- The Medical Stock supplies (Briefs, Wipes (Cleansing & Disinfectant), medicine cups, needles, lancets, alcohol wipes, barrier creams, over the counter medications/ ointments, etc.) will be audited daily to ensure all items are supplied and placed in designated cabinets to meet the required levels.
- The Over-the-Counter medications will be checked for expiration dates when new supplies are added.
- Over-the-Counter medications supply will be reviewed weekly.
- Over-the-Counter medications will need to be reordered from designated pharmacy.
- Storage supply rooms and closets will be kept neat and organized.
MISCELLANEOUS
- Flexible in ability to cover work schedules for co-workers in regard to vacations, illness and emergencies. Able to perform simple motor skills such as standing, walking, stooping, sitting, bending, etc.
- Able to sit for prolonged periods of time.
- Able to perform simple manipulative skills such as, writing, filing, etc.
- Able to lift and move objects weighing 50lbs
- Able to walk and stand constantly, frequently climb stairs, squat, kneel, twist, sit, bend and reach overhead.
- Maintain CONFIDENTIALITY of all Home information.
- Work effectively and cooperatively as a team member within Department and with all departments or other disciplines.
- Observe dress and conduct codes, including wearing identification badge.
- Meet attendance standards as established and provide proper notice of absence.
- Complete duties in prescribed time.
- Attend in-services and department meetings.
- Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment in the reception area.
- Perform other duties as assigned by supervisor
WORK SETTING/ENVIRONMENT:
Work is performed primarily indoors but at times may attend appointments outside the facility or may participate in outdoor activities of the Home. Work environment is well lighted, clean and suitable to tasks performed by the employee within temperature control standards that govern a skilled care facility.
