A Unit Secretary serves as the administrative and communication hub of a specific hospital unit or department, managing patient information, coordinating communications, and ensuring the smooth operation of clerical functions. This role is vital for maintaining organizational efficiency, supporting clinical staff, and enhancing the overall patient experience through meticulous administrative support.
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What is a Unit Secretary?
A Unit Secretary is a specialized administrative professional who works primarily in healthcare settings, such as hospital units, clinics, or medical departments. They act as the central point of communication and coordination, handling clerical tasks, managing patient records, and facilitating efficient workflow among medical staff, patients, and visitors. This role requires strong organizational skills, attention to detail, and the ability to work in a fast-paced environment to support both clinical and administrative operations.
What does a Unit Secretary do?
A Unit Secretary performs a variety of administrative and clerical duties to ensure the smooth functioning of a healthcare unit. Their responsibilities include managing patient admissions and discharges, maintaining electronic health records, scheduling appointments, answering phone calls, and coordinating communication between doctors, nurses, patients, and families. They also handle tasks such as ordering supplies, processing paperwork, and ensuring compliance with healthcare regulations. By providing essential administrative support, Unit Secretaries help medical staff focus on patient care, improve unit efficiency, and contribute to a positive healthcare experience.
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 requires exceptional organizational skills, discretion with confidential information, and the ability to multitask in a fast-paced healthcare environment. The ideal candidate will be the primary point of contact for patients, families, and medical staff, facilitating efficient workflow and maintaining accurate patient records.
Unit Secretary responsibilities include:
1. Manage unit communications including answering phones, routing calls, and taking messages for medical staff
2. Maintain and update patient charts, records, and electronic health systems (Epic, Cerner, or Meditech)
3. Coordinate patient admissions, transfers, and discharges through proper documentation
4. Process physician orders and ensure timely communication to appropriate nursing staff
5. Manage supply inventory and place orders for unit necessities
6. Schedule patient tests, procedures, and appointments using hospital systems
7. Serve as liaison between patients, families, and healthcare team members
8. Prepare and organize patient charts for upcoming shifts and procedures
1. High school diploma or GED equivalent
2. Minimum 1 year of administrative experience in healthcare setting
3. Proficiency with electronic health record (EHR) systems
4. Knowledge of medical terminology and HIPAA compliance
5. Excellent communication and customer service skills
6. Ability to handle sensitive information with confidentiality
7. Basic computer skills including Microsoft Office Suite
Preferred Qualifications
1. Certificate in medical office administration or unit secretary training
2. 2+ years experience as unit secretary in hospital setting
3. Experience with specific EHR systems used by the facility
4. Associates degree in healthcare administration or related field
5. Bilingual abilities (Spanish/English) in diverse patient populations
6. Experience with patient scheduling systems and bed management
Bonus Skills
1. Certification as a Certified Healthcare Unit Coordinator (CHUC)
2. Experience with multiple EHR platforms and system migrations
3. Knowledge of Medicare/Medicaid billing codes and procedures
4. Crisis management experience in emergency or critical care settings
5. Advanced proficiency in medical transcription
6. Training experience in orienting new unit secretaries
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