Unit Secretary; Nights-Mom Baby Unit: Mercy STL

The Unit Secretary for the Mother Baby Unit provides essential administrative and clerical support to ensure efficient daily operations and exceptional patient care. This role serves as a central communication hub for patients, families, nurses, physicians, and ancillary departments. The Unit Secretary is responsible for maintaining accurate patient records, coordinating patient flow, managing schedules, facilitating communication, and supporting the interdisciplinary care team while ensuring confidentiality and compliance with healthcare regulations.

The ideal candidate is highly organized, detail-oriented, and able to thrive in a fast-paced healthcare environment while providing outstanding customer service to patients and families during their postpartum and newborn care experience.

• Manage incoming telephone calls, direct visitors, and respond to inquiries from patients, families, and staff.
• Serve as a liaison between patients, families, physicians, nurses, and other healthcare team members.
• Relay messages, provide patient status updates as appropriate, and facilitate communication regarding patient care and treatment plans.
• Maintain a welcoming and professional environment for patients and visitors.

• Maintain accurate and up-to-date patient records within the electronic health record (EHR) system.
• Ensure patient information is handled confidentially and in compliance with HIPAA and organizational policies.
• File, organize, and maintain medical records, reports, and correspondence.
• Refer all requests for patient records to the Medical Records department for appropriate release of information.

• Coordinate patient admissions, transfers, and discharges in collaboration with nursing staff and other departments.
• Assist with data entry and documentation to support timely and accurate patient processing.
• Ensure patient information entered accurately and fully in designated systems.

• Schedule appointments, tests, procedures, consultations and follow-up services according to physician orders and unit protocols.
• Communicate schedule changes and resolve scheduling conflicts with appropriate departments and individuals.
• Provide patients and families with appointment information, instructions, and preparation guidelines as needed.

• Enter patient charges accurately and completely within established time frames.
• Audit patient charges and reports to identify and reconcile discrepancies, ensuring appropriate billing for services rendered.
• Assist patients and families with billing inquiries and coordinate with the billing department to resolve concerns.

• Monitor and maintain inventory levels of office and unit supplies.
• Coordinate equipment maintenance and repair requests with appropriate departments.
• Ensure necessary resources available to support efficient unit operations and patient care.

• Support departmental quality, safety, and customer service initiatives.
• Participate in unit-based activities and process improvement efforts as requested.
• Perform other duties as assigned.

• High school diploma or equivalent required.
• Additional coursework in medical terminology, healthcare administration, or a related field preferred.

• Previous clerical, administrative, or unit secretary experience in a healthcare setting preferred.
• Experience working with electronic health records and hospital information systems preferred.