Job description

Carleton-Willard Village, a not-for-profit Continuing Care Retirement Community (CCRC), offers our residents the very best in retirement living on its beautiful 72-acre campus in Bedford, MA. Organized as a CCRC in 1982, Carleton-Willard became the first full-scale continuing care retirement community to be accredited as such in the Commonwealth. It continues to combine improvement and innovation with unflagging commitment to setting the standard for continuing care at every stage of retirement from living independently to long-term nursing care with 157 independent dwellings and 179 licensed beds.

Reporting to the Unit Nurse Manager, the Unit Secretary is responsible for assembling and maintaining resident charts, completing daily census, and coordinating the scheduling of appointments and transportation for the unit's residents as well as for inventory of supplies and forms for the unit's office, maintains neat and orderly nurses’ station and bulletin boards, answers phones and channels calls accordingly.

Duties and Responsibilities:

• Assist with collation, labeling and preparation of new medical records and other unit worksheets.
• Notify the Nursing and Dietary office of resident admissions and discharges.
• Admission readiness includes preparing the door, C.N.A. sheets, welcome packet.
• Resident discharges - complete discharge summary paperwork (p. 1-3, prior to resident leaving the unit.
• Maintain daily resident appointments; including arranging transportation and preparing the documents needed for appointment.
• Create outside physician consult packets when needed.
• Review 3-11 and 11-7 shift information for admissions and/or transfers to hospitals and perform necessary follow-up tasks, including bed hold notifications.
• Assist with the preparation of records and arrangements and discharges.
• Keep I.D. Summary Sheet current.
• Update/Check CNA assignment sheets daily & weekly to ensure staff have up to date resident information.
• Maintain updated census sheets for nursing staff.
• Check shredder bin and call facilities if it needs to be emptied.
• Check printer/fax paper and replace as needed.
• Keep medical records current, orderly and in good repair. Thin and file excess chart forms in accordance with procedures. Fill in headings on new forms as needed.
• Always assures confidentiality and discretion while handling all confidential resident/patient information.
• Compiles with access level and minimum necessary guidelines for use of (PHI) Protected Health Information.
• Audit records for missing items and signatures.
• Update the following unit specified checklists: resident bath/shower schedule, physician order renewals, physician visits.
• Take responsibility for monitoring, ordering and receiving all unit supplies, i.e.: medical, stationary, and dietary/kitchen.
• Answer the telephone, route telephone messages accordingly. Relay messages to other units and departments accordingly.
• Respond to call lights from the desk intercom. Locate appropriate staff member and alert of the resident’s needs.
• Check the census daily for accuracy.
• Collect incoming and outgoing unit mail from the unit and mailroom daily.
• Update and maintain all unit manuals and bulletin boards.
• Track and facilitate resident appointments at the Caswell Hall Hair Salon, including transporting residents to and from their appointment.
• Pass trays, help with activities, provide assistance to the Charge Nurse or Nurse Manager as assigned and needed, and coordinate any specialist visits for residents.

Qualifications/Required Skills:

• High School Diploma or equivalent required, Associate Degree in Business Administration highly preferred
• 2+ yrs. of relevant project management, medical office management, or administrative experience or a combination of education and experience from which comparable knowledge and skills are acquired. (Relevant training/experience in a medical setting highly preferred)
• Typing and computer skills a must (excel/word/outlook) filing and organizational skills, effective use of telephone and communication systems; knowledge of medical and nursing terminology a plus!
• Excellent spelling, filing, reception, and other general office skills. Good basic reading, writing and math skills.
• Ability to speak clearly, read and write effectively in English and comfortably deal with and courteously and efficiently with residents, resident families, physicians, staff, and others.
• Ability to relate well to the senior population.
• CPR and Dementia Training highly preferred
• Able to perform tasks which may be physically demanding such as pushing, bending, and lifting to 25 lbs.

Job Type: Part-time

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Employee discount
• Opportunities for advancement
• Paid sick time
• Paid training
• Professional development assistance
• Referral program
• Retirement plan

Healthcare setting:

• Long term care
• Nursing home

Medical specialties:

• Geriatrics

Schedule:

• Monday to Friday
• No weekends

Education:

• High school or equivalent (Required)

Experience:

• Administrative/Office: 2 years (Required)

License/Certification:

• CPR Certification (Required)

Work Location: In person

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