JOB SUMMARY
The Ward Secretary shall work under the direction of and be responsible to the
Director of Nursing Services. The Ward Secretary will be willing to work with people
in a business manner to enhance the overall function of the facility.

RESPONSIBILITIES

• Answers phone for Nursing Department as calls are transferred from the Administrator's office staff and assist in organizing and screening messages as per direction of Director of Nursing and facility policy.
• Outlines the upcoming schedule for the Nursing Department in preparation for the Director of Nursing review. Assist in keeping the current schedule posted, followed and replacements made under the the supervision of the Director of Nursing. (See 68 for additional information after computerized care systems are in place).
• Orders and keeps accurate inventory of nursing supplies.
• All orders should be approved by the Director of Nursing Services prior to placement.
• Prepares and keeps accurate the charge sheets (when utilized) for nursing supplies.
• Provides charge sheets to facility bookkeeper timely.
• Keeps accurate account of Medicare Part B supplies (when utilized) and inventory.
• Assists in providing accurate information for Medicare forms as directed by Director of Nursing.
• Inputs data for computerized care systems:

A. Inputs the resident information for the initial resident information. Keeps
this form updated, accurate and on the Active Medical Record at all times.
B. Keeps information accurate in the staff scheduling program. Prints
schedule for Director of Nursing to review. Keeps lists for replacing staff
current. Provides copies of schedule to individual staff as per direction of
the Director of Nursing .
C. Inputs information as completed from the "Working Copy" of M.D.S.
Obtains signatures on completed copy of M.D.S. from each discipline.
D. Provides Resident Roster, lists and reports for each discipline for each
program available in the computerized care system.
E. Keeps care planning calendar and lists current and each staff member
informed of care plan due dates.
F. Inputs information for the resident care plan accurately from "Working
Copy" of the Interdisciplinary Care Plan.
G. Assists in preparation of nursing care forms monthly.
H. Assists in maximizing the function and use of the computerized systems in
the facility.
Assists in organizing nursing assignment forms under the direct supervision of
the Director of Nursing .
Keeps lists for planning nursing tasks current (i.e., bath lists, whirlpool lists,
etc.).
10.Tracks and assists the facility in keeping physician visits timely. Keeps Director
of Nursing informed of upcoming visits and any that might become untimely.

• Tracks and assists the facility in keeping laboratory tests timely.
• Mails Physician's telephone orders as directed by Charge Nurses.
• Files returned laboratory reports and telephone orders after review by the
• Director of Nursing. Assists in keeping tracking systems in place.
• Prepares packets of medical record forms in preparation for new resident admission.
• Assists in welcoming the resident during admission.
• Prepares demographic information on each form to assist in the admission process.
• Assists in keeping Active Medical Record in proper order. Purges information from file as per direction of the Director of Nursing.
• Keeps inactive medical record available and in accurate order.
• Files and maintains the closed medical record in accurate order. Informs
• Director of Nursing of information as needed to complete the closed file.
• Audits closed records as per directed by Director of Nursing.
• Keeps closed records filed in safe confidential system.
• Audits active medical record as directed by Director of Nursing.
• Prepares trigger legend sheet for each resident from completed M.D.S.
• Outlines triggers on R.A.P. summary sheet in preparation for Interdisciplinary
• Care Planning Team. Submits forms timely during care conference.
• Keeps inservice records accurate for the facility and each employee as directed by the Director of Nursing.
• Assists in planning and preparing paper work for inservices as directed by the Director of Nursing.
• Assists in making appointments as requested by Director of Nursing.
• Accepts/distributes employment applications for Nursing Department. Assists in preparation of interviews as directed by Director of Nursing.
• Assists in keeping nurses station and equipment clean and in order as directed by Director of Nursing.
• Assists in Quality and Assessment and Assurance program as directed by the Director of Nursing.
• Assists Nursing Department to promote a positive and professional environment for the residents and the facility.

QUALIFICATIONS
01. Experience using computers is preferred but not mandatory.
02. Must have a pre-employment and an annual Tuberculosis screening
examination.