Medical Secretary / Nursing Scheduler

Provides confidential and routine secretarial functions for nursing administration.  Responsible for daily scheduling of the nursing department.  Prepares shift schedules to maintain required staffing in accordance with state and federal regulations.  Assists with ordering and delivering nursing supplies to resident avenues. Assures resident safety.

Reports to the Director of Nursing
Class: Union


Checks nursing staff in before every shift.
Documents tardy on required forms.
Observes staff checking in for compliance to uniform policy.  Refers non-compliant staff to nursing supervisor.
Communicates daily and fax needs to contract agencies.
Answers phone calls and either responds to inquiry or directs calls to appropriate personnel.
Participates in preparing agency and nursing bid form.
Participates in orientation of new staff including agency.
Determines and records nursing assignments according to worker availability.
Adjusts nursing schedule to meet needs to cover call offs.
Prepare daily census/staffing record and post at reception desk.
Assist in the main dining room to serve resident meals.
Assist in the main dining room to serve resident meals.
Signs agency attendance records.
Completes all paper work for PTO, OT, and call offs (etal).
Updates the master schedule while making adjustments.
Assist the HR department with tracking agency credentials and department hours for PBJ.
Participates in annual IDPH survey.
Checks e-mails daily and responds to all vendor requests.
Participates in ordering and maintaining nursing supplies.
Keeps file for current C.P.R. certification for all staff.
Responsible for filing and archiving.
Completes required Relias training.
Regular, punctual and predictable attendance is required.
Perform other duties in support of the department, as assigned.
Performs other duties and tasks as assigned by the Director of Nursing or designee.
Handles equipment and supplies in a safe manner.
Reports any unsafe conditions to the appropriate supervisory staff
Becomes fully informed of the Wanderguard System used for resident safety.
Reports any injuries incurred by residents to the unit nurse immediately.
Follows established policies and procedures, including appropriate dress, etc.
Responds to fire, accident and disasters as instructed.
Follows established infection control procedures when isolation precautions become necessary.


High School diploma or equivalent. Six months or more experience preferred. On the job training provided
Must be a minimum of 18 years of age


Must be able to read, write, speak and understand the English language.
Must possess the ability to make independent decisions when circumstances warrant such action.
Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
Must be able to work harmoniously with other facility staff.
Must possess patience, tact, cheerful disposition and enthusiasm.
Must be able to relate information concerning order status, product information and/or needs, etc.
Must be able to sit, stand, lift, and move intermittently throughout the workday
Must be able to cope with the mental and emotional stress of the position
Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately
Must be able to lift, push, pull and remove equipment, supplies etc., more than 50 pounds
Must be able to assist in the evacuation of residents

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