Unit Secretary

Job Summary

The unit secretary as a department receptionist schedules patients as directed, prepares minutes, enters daily charges, conducts follow‑up phone calls as assigned, organizes the chart room and communications/disseminates information to appropriate personnel. The secretary is also responsible for pulling and filing records for all clinicians and physicians, covers all departmental reception areas, makes copies, and completes administrative tasks.

• Act as a receptionist and provide information as necessary utilizing proper telephone etiquette.
• Communicate all pertinent information to appropriate personnel.
• Schedule and follow up on patients as assigned.
• Transcribe physician’s orders including initials and signature.
• Maintain patient medical record from admission through discharge and assist with procurement or disposition of medical record.
• Maintain patient admission and discharge log.
• Practice Universal Standard Precautions.
• Demonstrate knowledge of and practice department safety procedures, including safe handling of equipment and hazardous substances.
• Assist with the orientation of new personnel.
• Collect faxed reports and distribute to staff members as appropriate.
• Assist with collection and collation of department statistics.
• Communicate to charge nurse/supervisor when leaving unit.
• Understand role during emergency codes.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

High School Diploma or equivalent and a certificate or degree in health unit secretary studies or a related field are required to be a unit secretary.

Two years of experience in a related field in the last 3–5 years preferred (medical secretary & receptionist duties).

Must be willing to work holidays, weekends and provide additional coverage as needed.

Exposed to unpleasant odors, and communicable diseases. Encounters stress, crisis, emergencies, and death. Lifts some equipment/supplies. Interacts with family, visitors, health team members and other hospital and referral agency.