Job Description

About the Role:

The Unit Secretary plays a critical role in the smooth operation of healthcare units by providing essential administrative support to medical staff and ensuring effective communication within the unit. This position is responsible for managing patient records, coordinating appointments, and facilitating communication between patients, families, and healthcare professionals. The Unit Secretary acts as the first point of contact for visitors and staff, maintaining a professional and welcoming environment. By efficiently handling clerical duties, the Unit Secretary enables medical personnel to focus on patient care, thereby contributing to overall patient satisfaction and unit efficiency. This role requires a detail-oriented individual who can multitask effectively in a fast-paced healthcare setting while maintaining confidentiality and accuracy in all documentation.

Minimum Qualifications:

• High school diploma or equivalent.
• Previous experience in a healthcare administrative or clerical role preferred.
• Basic knowledge of medical terminology and hospital procedures.
• Proficiency in using electronic health record (EHR) systems and standard office software.
• Strong organizational and communication skills.

Preferred Qualifications:

• Certification as a Unit Secretary or Medical Secretary.
• Experience working in a hospital or clinical setting.
• Familiarity with HIPAA regulations and patient confidentiality standards.
• Ability to type at least 40 words per minute.
• Additional training in medical office administration or healthcare management.

Responsibilities:

• Manage and maintain accurate patient records, including admission, discharge, and transfer documentation.
• Coordinate communication between healthcare providers, patients, and families to ensure timely information flow.
• Schedule and confirm patient appointments, tests, and procedures in collaboration with medical staff.
• Answer and direct phone calls, respond to inquiries, and provide information to patients and visitors professionally.
• Prepare and distribute daily reports, correspondence, and other administrative documents as required.
• Maintain inventory of office and medical supplies and place orders when necessary.
• Ensure compliance with hospital policies, procedures, and confidentiality regulations such as HIPAA.
• Assist with clerical tasks such as data entry, faxing, scanning, and filing to support unit operations.

Skills:

The Unit Secretary utilizes strong organizational skills daily to manage multiple tasks such as scheduling, record keeping, and communication efficiently. Effective communication skills are essential for interacting with patients, families, and healthcare professionals, ensuring clarity and professionalism in all exchanges. Proficiency with electronic health record systems and office software enables the Unit Secretary to accurately document patient information and generate reports. Attention to detail is critical when handling sensitive patient data and maintaining compliance with confidentiality regulations. Additionally, multitasking and time management skills allow the Unit Secretary to prioritize duties in a fast-paced environment, supporting the healthcare team effectively.