UNIT Secretary- LABOR & Delivery; PT

Overview

The Unit Secretary plays a vital role in supporting the daily operations of the hospital unit. This position is responsible for providing administrative assistance to the clinical staff, facilitating effective communication among the healthcare team, patients, and their families, and ensuring the smooth and efficient functioning of the unit. The Unit Secretary is key in maintaining organized records, managing patient information, patient registration and supporting the unit's overall workflow.

• Manage the day-to-day administrative tasks of the unit, including answering phones, scheduling appointments, and maintaining patient records.
• Coordinate patient admissions, transfers, and discharges.
• Maintain up-to-date patient information in the electronic medical records (EMR) system, ensuring confidentiality and compliance with HIPAA regulations.
• Assist with emergency codes as needed.

• Serve as the primary point of contact for incoming calls and in-person inquiries from patients, families, and visitors.
• Facilitate communication between the nursing staff, physicians, other healthcare providers, and community resources as needed.
• Assist in coordinating patient care by communicating with other departments.
• Assist in the coordination of patient flow within the unit, ensuring that patient needs are met promptly.

• Engage with patients and their families in a manner that promotes comfort, trust, and understanding. Address patient concerns with empathy and professionalism, striving to create a positive and supportive environment that fosters a sense of security and well-being.

• Contribute to a positive and collaborative work environment. Offer constructive feedback and assistance to peers, and engage in open communication to promote a culture of mutual respect and teamwork.

• Maintain an organized and efficient work environment by managing supplies, ensuring that forms and materials are readily available, and keeping the unit's physical and digital spaces well organized.
• Update unit communication tools, such as whiteboards and patient status boards, to reflect current patient information and staff assignments.

• Demonstrates flexibility with assignments within professional scope/duties/licensure.
• Team member will maintain annual education requirements.

• Assist with non-clinical patient needs, such as directing visitors to the appropriate locations within the facility.
• Ability to troubleshoot office/clinical equipment such as copier, printer, fax, and phone systems.
• Provide support during unit meetings by preparing agendas, taking minutes, and distributing meeting materials.
• Participate in unit-based quality improvement initiatives by providing administrative support for data collection and analysis.
• Provide general assistance to visitors and non-clinical patients, offering directions and answering basic inquiries about the hospital's services.

• Previous experience in a healthcare setting, preferably in an acute care setting or hospital environment, is highly desirable.
• Familiarity with medical terminology, EMR systems, and HIPAA regulations.
• Strong organizational and multitasking abilities, with a keen attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office management software.
• Ability to work effectively in a fast-paced environment, handling multiple tasks simultaneously while maintaining a high level of accuracy.

• High school diploma or equivalent

• Completion of a medical secretary or healthcare administration program is preferred.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

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