Administrative & Clerical Support
- Provide clerical and administrative support to the nursing unit to ensure smooth daily operations
- Answer and appropriately route phone calls, take accurate messages, and communicate information promptly to nursing staff
- Maintain unit communication logs and relay messages to nurses, CNAs, physicians, and interdisciplinary team members
- Check par levels of supplies, order and receive clerical supplies and equipment, and stock supplies into computerized stocking system and supply closets.
- Occasionally perform data entry to include meeting notes, assignment sheets, forms, and brief reports.
Medical Records & Documentation
- Maintain and organize resident charts in compliance with facility policy and CMS documentation standards
- Prepare routine reports or assist in the preparation of reports by gathering data, tabulating results, and preparing simple charts.
- Ensure physician orders, progress notes, lab reports, and consultation notes are accurately filed and accessible in the resident record
- Assist with scanning, uploading, and indexing documents into the Electronic Medical Record (EMR)
- Prepare routine reports or assist in the preparation of reports by gathering data, tabulating results, and preparing simple charts.
- Safeguard resident health information in compliance with HIPAA regulations
Admissions, Discharges & Transfers
- Assist nursing staff with admission paperwork and preparation of charts for new residents
- Ensure required forms are present, signed, and completed for admissions, transfers, and discharges
- Prepare room and chart materials prior to resident arrival
Communication & Coordination
- Communicate effectively with nursing staff, therapy, dietary, social services, and other departments
- Notify appropriate departments of new admissions, room changes, and discharges
- Assist with coordinating appointments, diagnostic tests, and transportation requests as directed
- Greet patients and check them into the computer system.
- Take pictures of residents into the EMR
- Prepare face sheet and ID band for residents
- Monitor the information on Elopement bander to ensure accuracy and UpToDate
- Verify patient demographic and financial information to ensure that a billable account is established; edit and correct registration errors.
- Generate paperwork; and review pertinent information with resident
- Notify nursing personnel or provider of patient arrival.
- Orient patient and/or family to unit by providing general information regarding the room, unit, and hospital; and serve as a contact person to patients and families.
- Pull and file patient charts; and maintain records.
- Obtain patient information for demographics, referrals, insurance, and authorization information.
- Schedule appointments per specialty practices and obtain previous medical records as needed on behalf of patients or at staff request.
Supply & Equipment Management
- Monitor and maintain adequate unit supplies (forms, PPE, office supplies)
- Place supply requests and notify nursing leadership of shortages
- Ensure equipment request logs are maintained and communicated appropriately
Incident & Quality Support
- Assist nursing leadership with tracking, scanning, and organizing incident/accident reports
- Ensure incident documentation is properly dated, labeled, and available for Quality Assurance and survey review
- Maintain confidentiality of sensitive incidents and investigation-related documentation
Staffing & Scheduling Support
- Assist with updating staffing sheets, call-out logs, and assignment boards as directed
- Communicate staffing changes to appropriate personnel
- Support coordination of interviews, meetings, and education sessions
Survey & Regulatory Readiness
- Maintain unit readiness by ensuring charts, logs, and required documentation are complete and organized
- Assist nursing leadership during surveys by retrieving requested records promptly
- Follow CMS, DOH, and facility policies related to documentation, resident rights, and confidentiality
Professional Conduct
- Demonstrate professionalism, confidentiality, and respect when interacting with residents, families, staff, and visitors
- Follow chain of command and report concerns to nursing leadership promptly