Unit Secretary /
St. Ann's Community - Rochester, NY

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The primary purpose of your job is to perform multi-functional receptionist and clerical duties on assigned nursing unit, including proper management of the Medical Records of your assigned unit.

Performance Outcomes

Medical Records

*Checks and updates monthly medication Administration Records (MARs) and Treatment Records to current medication plan.
*Maintains confidentiality. Properly destroys patient identifiable documents that are not a part of the Medical Record.
*Transcribes physician’s orders into online software, treatment records, MARs and Care Cards as appropriate.
*Charts weights.
*Creates appropriate forms and put in charts.
*Arranges information needed for medical rounds for Nursing Care Coordinator. Maintains accurate dates for follow-up medical visits (i.e. 30 & 60 day follow-ups, routine lab work).
*Initiates chart setup for Admissions. Transfers medical record information upon discharge or transfers, according to the Medical Records Department procedure. Notifies proper departments of resident changes. Removes (purges) appropriate medical record information per physician, Medical Record Department or designee.
*Labels medical records for various medical alert needs (i.e. allergies).
*Files completed MDSs upon request of Nursing Care Coordinator/ Manager of Nursing Services.
*Assures all orders are signed by a physician per policy.
*Calls for referral numbers.
*Set paperwork up for outside appointments.
*Makes sure Social Work has information in time for transfer to appointments.
*Set-up in-house appointments.

Unit Records

*Records anointing dates in the Medical Record (Spiritual Care sheet).
*Initiates and updates daily work sheets for nursing staff.
*Initiates and maintains weekly/monthly records (i.e. restorative care sheets).
*Performs copying duties as needed or as assigned.
*Completes requisitions or referral forms for ancillary services. Ensures timely delivery to appropriate department.


*Facilitates communication amongst all interdisciplinary team members.
*Interacts professionally with residents, staff, families and other department members.
*Answers incoming calls to the unit and resident call lights.
*Program and activate call light system as needed.
*Acts as receptionist for residents, families, staff and volunteers. Monitors unit access activity.
*Distributes mail and packages to residents daily.
*Reads mail to residents who are unable to do so themselves.
*Maintains nursing bulletin boards, as directed by the Nursing Services Manager or Nursing Care Coordinator, by posting information and removing outdated information.
*Calls for food items as requested by Residents, Family members, Dietician and other staff. Delivers food items upon arrival as needed.
*Assists with re-directing wandering Residents.
*Maintains Daily Activity Board.
*Participates as a part of St. Ann’s Community, including providing coverage for other nursing units as assigned.

Supplies & Inventory

*Orders, maintains, retrieves and stocks appropriate unit supplies.
*Performs Monday/Friday emergency equipment check (i.e. O2 suction).


*Requisitions residents’ clothing and/or personal items from Social Work as needed.
*Inventories and ensures labeling of resident clothing upon admission and with changes.
*Checks weekly that all residents have a name brand in good condition. Orders a picture for MAR if unable to wear a name band.
*Arranges appointments for residents as needed (i.e. hairdresser).
*Facilitates residents’ sewing needs to the seamstress through Laundry Services; records on personal clothing log.
*Notifies Food Services Department of residents requesting guest trays & tray cancellations.
*Ensures timely delivery of Labs to specimen refrigerator in Medical Department.
*Notifies appropriate discipline when room painting or cleaning is required.
*Obtains needed equipment for new admissions.
*Files CNA’s inservice test records.
*Performs supportive duties for transfers.
*Performs other duties as assigned by the Nursing Care Coordinator, Manager of Nursing Services and/or the Director of Nursing.


*Unit based and floats will rotate through weekend coverage.
*Weekend responsibilities to be coordinated by on duty Nursing Supervisors.
*Scheduling to be done by Nursing Dept.
*US to adhere to all Nursing Dept. scheduling policies, including holiday and weekend make up policy.

Core Tasks

*Reliable, dependable and punctual in use of work time.
*Demonstrates initiative and cooperation in professional working relationships.
*Compiles with applicable organizational policies and procedures i.e., mandatory education, health requirement, Human Resource requirements.
*Demonstrates a commitment of quality through participation on improvement teams and identifying opportunities for improvement.
*Works to improve performance relative to the system’s organizational goals.
*Consistently delivers high quality service being responsive to customer needs.

Working Conditions

While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals, infectious diseases and extreme heat. The noise level in the work environment is usually moderate.



High school diploma or (GED) with six months related experience and/or relevant training; or equivalent combination of education and experience. Must be computer literate.

Disclaimer to all current St. Ann's Community employees

As a current employee of St. Ann’s Community, it is your responsibility to inform your manager that you have applied for this position. However, by submitting an online application you are granting St. Ann’s Community permission to contact your current supervisor to determine eligibility for an internal transfer.

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