Unit Secretary Job Description

Unit Secretary Job Description

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Unit secretary provides senior level secretarial support to the Emergency Medical Services Department and the Emergency Medical Services System.

Unit Secretary Duties & Responsibilities

To write an effective unit secretary job description, begin by listing detailed duties, responsibilities and expectations. We have included unit secretary job description templates that you can modify and use.

Sample responsibilities for this position include:

Supports, cooperates with and follows hospital and unit-specific procedures and programs for quality assurance, safety, including universal precautions and safe work practices, established fire/safety/disaster plans, risk management, and security
Order supplies, equipment and medications
Keeps informed of any changes in report procedures, as in death certificates, patient
Utilizing processes and procedures defined and prescribed by the Unit Secretary training program, accurately transcribe and processes physician's orders into the appropriate nursing or clinical system database, updates the Nursing Care Plan, maintains census records and notifies responsible nurse of new and/or changed orders and other deviations
Orders and maintains patient supplies and equipment for the unit using the appropriate order entry system applications
Requisitions supplies, equipment, and services as directed
Assists physicians in locating charts, reports and equipment
Receives incoming mail and processes requests for information via phone and/or email in accordance with established policies and procedures, particularly regarding confidentiality
Processes documents according to established procedures and practices
Assists in maintaining appropriate office supplies and equipment

Unit Secretary Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Unit Secretary

List any licenses or certifications required by the position: CPR, BLS, CNA, BCLS, GED

Education for Unit Secretary

Typically a job would require a certain level of education.

Employers hiring for the unit secretary job most commonly would prefer for their future employee to have a relevant degree such as Collage and University Degree in Supervision, Education, Nursing, Department of Education, Associates, Technical, Communication, Medical, Health Care, Philosophy

Skills for Unit Secretary

Desired skills for unit secretary include:

Medical terminology
Medical terminology and basic anatomy
Occurrence reporting system
Basic medical terminology
Medical terminology desirable
Microsoft Word and Excel
Health Unit Coordinator Certification
Universal precautions
Equipment
Procedures

Desired experience for unit secretary includes:

Ability to complete assignments accurately and within the given deadlines
Ability work independently and in group settings
Knowledge of all software applications used by the supported group
Works with patients’ pharmacy, nurses and doctors
Supporting the functions of the nursing unit by performing primarily clerical duties
Unit Secretary must be able to work efficiently with different hospital systems and toggle between screens and applications

Unit Secretary Examples

1

Unit Secretary Job Description

Job Description Example
Our growing company is looking for an unit secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for unit secretary
  • Complies with work rules and policies as explained in the company Employee Handbook, and the Facility Policies and Procedures Manual
  • Disassembles patient's Medical Record after the patient is discharged from the floor, completes the appropriate checklist and then places the chart in the Medical Records bin
  • Maintains twenty-four hour unit census by recording all admissions, discharges and transfers in the appropriate applications and communicates changes in patient status with Bed Management/Admitting, in a timely manner
  • Maintains patient facilitator and staffing deviation sheets
  • Prepares and maintains a variety of files, records and schedules as they pertain to the operation of the unit
  • Coordinates work tasks with other personnel within the unit within other units and departments in order to ensure the smooth and efficient flow of information
  • Responds promptly to call lights using the intercom and informs appropriate nursing personnel of patient needs
  • Provides an orientation of the unit secretary function for licensed and non-licensed nursing staff on the unit and participates in the orientation of new unit secretarial staff to the unit, as needed
  • Participates in nursing and clinical computer system updates and in-services
  • Runs "stat" and regular errands, as directed
Qualifications for unit secretary
  • A minimum of 1 year clerical experience preferred in a medical setting
  • High School diploma or equivalent and four years of progressively responsible experience, or (An Associate’s degree may be substituted for up to one (1) year of work experience or a Bachelor’s degree may be substituted for up to two (2) years of work experience.)
  • Two years of general office duty experience preferred
  • Previous receptionist / secretarial training is preferred
  • 1 year of secretarial or clerical experience in a hospital setting required
  • BLS for the Healthcare Provider, required
2

Unit Secretary Job Description

Job Description Example
Our company is looking to fill the role of unit secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for unit secretary
  • Assists other personnel as requested
  • Demonstrates performance consistent with the mission, philosophy, and goals of the unit and organization
  • Provides registration support as needed during busy times and pre-registration of EMS patients
  • Performs all other related or similar duties as requested or required by PCD or designee to facilitate patient care or unit function
  • Answering phones for Nurses (RN)
  • Getting back to patients with follow up information
  • Filing, faxing, copying, and organizing documents
  • Under the general supervision of the Director, Medical Surgical Unit, and the direct supervision of a Registered Nurse, the Unit Secretary performs clerical support services for the unit
  • Under the general supervision of the ACNO the Unit Secretary performs clerical support services for the unit
  • May perform all duties of Administrative Assistant I (see associated job description)
Qualifications for unit secretary
  • Ability to consistently demonstrate the knowledge, skills, abilities, and behavior, necessary to provide superior and culturally sensitive service to each other, members, customers, contracted providers and vendors
  • CPR recommended but not required
  • BLS required within one month of hire
  • Previous medical receptionist experience preferred
  • A strong history of teamwork and a positive attitude required, previous hospital experience preferred
  • Must be adaptable in a fast-paced changing environment
3

Unit Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of unit secretary. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for unit secretary
  • Respond to inquiries regarding patient results, and pending procedures
  • Maintain data flow for referred procedures
  • Prepares and keeps current census sheet, TPR logs, acuity sheets, transportation log, dietary requisitions and other forms, and delivers them to the proper department as necessary
  • Compiles new charts, maintains current charts, and enters patient information on the charts and computers
  • Replenishes charts with MD order sheets, progress notes, consult sheets, and other sheets as necessary making sure that all sheets have patient identification stickers
  • Maintains meeting minutes
  • Enters and maintains timekeeping changes and staff schedules in computer systems
  • Leadership & Patient Care
  • Greets residents, family members, and visitors in a positive, polite manner
  • Answers/screens/routes telephone calls, files, distributes mail and performs other general clerical duties
Qualifications for unit secretary
  • Able to operate computer in a windows environment and access the internet
  • Minimum 1 year secretarial experience required
  • Other necessary information
  • Minimum of 1 year experience preferred in a Hospital, Physicians' Office, High Volume Clinic or Nursing Home
  • Current CPR certification or must obtain one within 60 days of hire
  • Adequately orders, stores and maintains supplies
4

Unit Secretary Job Description

Job Description Example
Our growing company is hiring for an unit secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for unit secretary
  • Charts reports promptly (x-ray reports, EKG reports)
  • Performs other related duties specific to unit as delegated by Nursing Unit Manager (Payroll, and refrigerator)
  • Maintains policy and procedure manuals and Medical Dental roster book
  • Updates daily physician on call schedule for the department
  • Accurately transcribes orders and notifies appropriate nurse in a timely manner
  • Answers and makes telephone calls, responds to intercom, e-mail, identifies emergency messages, directs information to the appropriate personnel
  • Assists with environmental services support such as trash removal, and keeping area tidy
  • Communicates patient information to the registered nurse in a timely manner
  • Compiles and maintains unit statistics regarding admissions, discharges and transfers per unit standard
  • Greets and orients patients, family, and significant others to the patient care unit and the patient room following the admission procedure
Qualifications for unit secretary
  • Comply with all company, TJC, local, state, and federal regulations
  • Perform other general responsibilities as assigned
  • 2 years of progressive experience in data analysis for Healthcare or related field
  • Lean management or project management experience preferred
  • Requires outstanding analytic ability with knowledge and proficiency in Microsoft office applications such as Access and Excel
  • Ability to use quality tools (flowchart, Pareto, run charts, control charts, fishbone diagrams)
5

Unit Secretary Job Description

Job Description Example
Our company is growing rapidly and is hiring for an unit secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for unit secretary
  • Be responsible for record keeping at meetings and in-services
  • Demonstrate competency by completion of unit's skill list/competency verification annually
  • Participate in Nursing Education inservices to maintain knowledge in clinical work areas
  • Is flexible and able to adapt to the changing patient needs in the unit
  • Participate in establishment of unit's Quality Improvement Program
  • Maintain sufficient quantity of forms, supplies and assembled charts
  • Appropriately priorities physician orders
  • Answer unit telephone immediately
  • Use supplies responsibly and accurately charges for materials and services
  • Respond to the needs of units during scheduling and/or staffing variances
Qualifications for unit secretary
  • High school graduate or equivalent or experience as a unit secretary preferred but not required
  • Min 1 year of medical clerical duties required, experience in an acute care environment preferred
  • This position is represented by the SEIU-UHW and is covered by the terms and conditions of the applicable collective bargaining agreement
  • Previous clerical or receptionist experience strongly preferred
  • Minimum of 1 year preferred
  • Technical School/1 year college preferred

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