Unit Secretary - St Joseph's Hospital - Full Time - Days

About the Role

Coordinates the various activities on the unit, including greeting and directing visitors, patients, physicians, and staff members. Responsibilities include assisting with new admissions and discharges/transfers, ensuring information in patient charts is accurate and up-to-date, and supporting nursing staff with non-clinical duties such as managing patient equipment and unit supplies.

Responsibilities

• Greets patients and visitors in a friendly, courteous manner, presenting a positive image while directing them to appropriate areas.
• Provides timely notification for absence or tardiness and maintains flexibility in work schedule to meet unit needs.
• Coordinates patient admissions, completes admission documents, assists with room assignments, and ensures prompt completion of diagnostic work.
• Coordinates patient discharges/transfers, prepares medical records, and ensures records are processed post-discharge.
• Answers telephones and patient intercoms efficiently and courteously, relaying messages to appropriate personnel.
• Processes physician orders, ensures completion of stat orders, and notifies nursing staff of new orders.
• Coordinates patient activities, tracks departures/returns, and notifies departments of status changes or new orders.
• Maintains medical records in an orderly manner, ensures charts are complete, and obtains past records as needed.
• Operates copy and fax machines, makes patient appointments, and arranges transportation as requested.
• Assists with data collection for Quality Improvement (QI) studies and monitors patient charts for required documents.
• Keeps the desk stocked with clerical supplies and initiates/monitors work orders for facility and clinical engineering.
• Participates in staff meetings, mandatory in-services, and committee assignments to improve patient care.
• Answers patient call lights and assists patients as appropriate.
• Performs other duties as qualified and attends annual mandatory educational programs.
• Demonstrates awareness of and adapts care delivery to meet the needs of diverse patient populations, from newborns to geriatrics.

Requirements

• High school diploma required; comparable work experience may substitute for formal education.
• Training in secretarial skills and medical terminology preferred.
• Strong written and verbal communication skills are essential.
• BLS CPR certification required within 90 days of hire.

Skills

• Ability to work in a busy, fast-paced, and crowded environment.
• High degree of accuracy under stress, with the ability to handle multiple tasks simultaneously.
• Willingness and ability to learn medical terminology and equipment operation.
• Good penmanship and strong attention to detail.
• Maintains confidentiality at all times.

Working Conditions

• Works in a clean, well-lit, climate-controlled environment.
• Moderate risk of exposure to infectious diseases, unpleasant sights, and smells.
• Crowded and noisy environment with potential delays or interruptions to breaks.
• Adheres to the facility’s dress code.

Physical Demands

• May require sitting for long periods.
• Normal speech, vision, and hearing are necessary.
• Ability to operate office equipment such as telephones, fax machines, and copy machines.
• May assist with direct patient care duties as needed.