Unit Secretary

The Unit Secretary performs unit clerical and supportive tasks which assist Unit Programming, patients, and unit management.

• Organizes and coordinates the flow of information, records, and reports consistent with hospital and unit policy.
• Greets patients, visitors, and personnel arriving on unit and providing them with information appropriate to individual requests.
• Maintains and facilitates communication consisting of:
  • Knowing patient location which includes communicating with Admissions Office as necessary
  • Distributing written correspondence, lab tests, patient diet information, etc., to appropriate departments.
  • Communicating clearly in emergency and stat situations.
  • Maintaining bulletin board and patient discharge board on unit                    
  • Answering phones, recording, and distributing all messages.                              
  • Facilitating the Multidisciplinary Treatment Planning session by providing Treatment Plan Forms.
• Ensuring all medical records have appropriate supply of each stationary type:
  • Initiating, assembling, and maintaining patient records.                                 
  • Preparing patient record for transfer.                                     
  • Preparing discharged patient charts and bringing them to Medical Records.
  • Safeguarding and protecting patient confidentiality of Medical Record.    
  • Daily review of medical records to ensure the appropriate order of the chart is maintained
  • Participating in audits of medical records as requested
  • Scanning all necessary documents in patient electronic health record
•  Participates in Unit Maintenance Activities as evidenced by:
  • Interacting with patients and as appropriate according to nursing instruction
  • Meeting routinely with Nurse Manager of unit to address and monitor daily routine for accountability and follow through.
  • Maintaining appropriate inventory of supplies on unit.
  • Acting in a professional manner
  • Demonstrating responsibility through attendance, punctuality, and proper use of earned time.
  • Participating in own performance evaluation.
  • Typing, filing, scanning, and performing other clerical duties.
  • Any other duties, as requested by Supervisor

Education, Licensure or Certification:

High School Education or G.E.D

Work Experience or Related Experience:

Related experience preferred

Specialized Knowledge, Skills & Abilities:             

Strong Interpersonal, organizational, and clerical skills

1.           Customer Service:

Ability to provide excellent service to internal and external customers

2.           Communication:

Ability to effectively listen, process received information, and express ideas both orally and in writing in English.

3.           Initiative:

Ability to initiate actions, take personal responsibility, suggest improvements, and solve problems within scope of job without being asked.

4.           Policy and Procedure Compliance:

Ability to understand and comply with government, regulatory, and company rules.

5.           Information Management:

Ability to record, report, and maintain confidentiality of information and respond to requests for information.

6.           Productivity:

Ability to get assigned work done in an acceptable manner, in the time allotted, with minimal prompting or reminders.