Unit Secretary

Schedule

Full‑time mid shift, three 12‑hour shifts per week (11:00 am – 11:00 pm), including weekends and holidays.

Responsibilities

• Provide prompt, efficient reception support for the unit.
• Offer secretarial support to maintain confidential patient information.
• Perform clerical and unit‑specific tasks such as copying and faxing records, maintaining physician and lab databases, and managing forms and supplies in accordance with par levels.
• Attend staff and committee meetings and take minutes as requested.
• Prepare unit charges as needed.
• Create, maintain, and terminate patient charts in compliance with Medical Records guidelines, ensuring chart integrity and correct patient identification.
• Obtain and file test results, lab reports, and treatment documentation in patient charts.
• Update patient charts in GECE/IDX with discharge times and move them to EDDIS promptly.
• Run and distribute EPIC reports as requested by leadership.
• Answer incoming calls, log outgoing calls, and take accurate messages.
• Page program personnel, other departments, and physicians as needed.
• Assist with call bells, communicate specific patient needs, and triage/escalate issues when response time exceeds five minutes.
• Facilitate patient movement into and out of the unit, keeping the charge nurse informed of admissions and transfers.
• Coordinate with nurses, patient transport, and admission staff regarding admissions and transfers.
• Schedule diagnostic tests and lab work as prescribed by nursing and medical staff.
• Ensure all chart documents are placed correctly for transfers or discharges.
• Return old medical records to the Medical Records Department at discharge.
• Scan, fax, and send patient documents to Medical Records in a timely and accurate manner.
• Maintain chart forms in the correct placement behind the appropriate chart tab.
• Send thinned charts to the new unit or to Medical Records upon discharge.
• Transcribe physicians’ orders accurately and promptly.
• Greet patients, families, and visitors as they enter the unit.
• Provide non‑clinical information (directions, room locations, nurse assignments) to patients, families, visitors, staff, and physicians.
• Monitor patient and visitor movements at the nursing station and provide information to facilitate prompt care.
• Ensure the unit desk remains covered at all times.
• Generate and maintain tools necessary for patient care (Kardex, MAR, treatment sheets, admission order forms, progress notes, consult sheets).
• Maintain patient census and status boards, log books, and computer databases, keeping all data current and accurate.
• Perform additional duties as assigned.

Minimum Qualifications

• High School diploma or equivalent.
• Basic Life Support (BLS) certification if also working as a Clinical Tech.

Preferred Qualifications

• Healthcare experience.
• Bilingual – Spanish or other languages.
• Proficiency with Microsoft Office.

Benefits

• Medical, dental, and vision coverage plus a robust team‑member wellness program.
• Retirement plan with Inova matching the first 5 % of eligible contributions, starting on day one.
• Tuition and student‑loan assistance: up to $5,250 per year for education and up to $10,000 for student loans.
• Mental health support: 25 coaching or therapy sessions per person per year at no cost for members, spouses/partners, and children.
• Paid time off and paid parental leave to support work‑life balance.

About Us

We are Inova, Northern Virginia’s leading nonprofit healthcare provider. Every day, our 26,000+ team members deliver world‑class care to the communities we serve. Our people are the reason we are a national leader in safety, quality, and patient experience. From best‑in‑class facilities to professional development opportunities, we support our team at every step as we strive to shape a more compassionate future for healthcare.