A Unit Secretary is the administrative backbone of a hospital or healthcare unit, expertly managing patient records, coordinating communications, and ensuring the smooth operation of the nursing station. This role is vital for maintaining organizational efficiency, enhancing patient care through meticulous documentation, and serving as the critical liaison between medical staff, patients, and families.
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What is a Unit Secretary?
A Unit Secretary is an administrative professional who works primarily in healthcare settings, such as hospital units, clinics, or nursing stations. They are responsible for handling clerical and organizational tasks that support the medical team and ensure the unit runs efficiently. This role requires strong communication skills, attention to detail, and the ability to multitask in a fast-paced environment. Unit Secretaries often serve as the first point of contact for patients, families, and staff, making them essential to the workflow and patient experience in healthcare facilities.
What does a Unit Secretary do?
A Unit Secretary performs a variety of administrative and clerical duties to support healthcare operations. Their responsibilities include managing patient records, scheduling appointments, answering phone calls, and coordinating communications between medical staff, patients, and families. They also handle data entry, maintain unit supplies, and ensure that all documentation is accurate and up-to-date. Additionally, Unit Secretaries may assist with admitting and discharging patients, processing orders, and providing general support to nurses and doctors. Their role is crucial for maintaining organization and efficiency within the healthcare unit.
Job Overview
The Unit Secretary serves as the administrative hub of the patient care unit, providing essential clerical and communication support to ensure smooth unit operations. This role acts as the primary point of contact for patients, families, and medical staff, coordinating information flow and maintaining accurate patient records in a fast-paced healthcare environment.
Unit Secretary responsibilities include:
1. Manage unit communication systems, including answering phones, routing calls, and responding to intercom requests
2. Maintain and update patient charts, electronic health records (EHR), and admission/discharge/transfer documentation
3. Coordinate patient appointments, diagnostic tests, and consultations with other departments
4. Process physician orders and ensure timely communication to nursing staff
5. Manage unit supplies inventory and place orders as needed
6. Schedule staff assignments and maintain unit staffing records
7. Serve as liaison between patients, families, and healthcare providers
8. Prepare and organize patient medical records for audits and reviews
1. High school diploma or equivalent (GED)
2. Minimum 1 year of administrative experience in a healthcare setting
3. Proficiency in electronic health record (EHR) systems, preferably Epic or Cerner
4. Strong knowledge of medical terminology and healthcare documentation standards
5. Excellent communication and interpersonal skills
6. Ability to maintain patient confidentiality and adhere to HIPAA regulations
7. Basic computer skills including Microsoft Office Suite
8. Multitasking ability in high-stress environments
Preferred Qualifications
1. Associate's degree in healthcare administration or related field
2. 2+ years of experience as a unit secretary in hospital setting
3. Certification as a Certified Healthcare Unit Coordinator (CHUC)
4. Experience with specific hospital software systems used in local healthcare networks
5. Bilingual skills, particularly in Spanish
6. Experience in specific unit types (ICU, ER, Med-Surg)
7. Knowledge of insurance verification and billing processes
8. Previous experience with patient scheduling systems
Bonus Skills
1. Certification in Basic Life Support (BLS)
2. Experience with multiple EHR systems
3. Advanced proficiency in Microsoft Excel for data tracking
4. Notary Public certification for document authentication
5. Experience training new unit secretaries
6. Familiarity with Joint Commission standards and requirements
7. Ability to create and maintain unit-specific reference materials
8. Crisis management and emergency response coordination experience
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