Unit Secretary, Nursing

Position Overview

Provides a variety of routine and specialized clerical and administrative duties in support of a nursing care unit. Executes a variety of clerical duties, prioritizes information and requests in a timely manner. Gains confidence and cooperation from staff, physicians, and other healthcare providers. Adheres to all local/state/federal regulations, codes, policies and procedures to ensure privacy and safety. May also be responsible for orienting new staff to the department/unit.

These Principal Accountabilities, Requirements and Qualifications are not exhaustive, but are merely the most descriptive of the current job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, staff changes, workload, or technical development).

• Performs a series of specialized clerical and administrative duties by performing a wide variety of clerical tasks and processes; establishes work priorities, and creates documents including letters, memorandums, manuals, and reports.
• Directs and coordinates the flow and timing of patient care activities and procedures specific to the unit/department. Assists with admissions, discharges, and transfers. Serves as point of contact for patients and patient families.
• Receives and screens calls, messages, mail and email communications, and visitors.
• Compiles charts by calling and collecting orders, test results, labs, reports and clearances, and scans information into EHR.
• Coordinates meetings, provides logistical support including equipment or scheduling as necessary. Participates in departmental meetings by preparing notices, agendas, and minutes.
• Manages calendars, departmental schedules, coordinates activities, and prepares for meetings and events.
• Prepares reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources.
• Performs information management functions, including maintaining databases, entering and auditing data.
• Assists department staff in the use of the electronic medical record and other systems; may act as resource for computer-related issues.
• Coordinates a variety of projects as assigned, working independently on creation of documents and prioritizing needs.
• May maintain timekeeping records and function as Kronos Timekeeper.
• Ensures that routine and priority tasks are completed within established departmental time frames.
• Mentors and fosters a constructive learning environment that helps students and new teammates build confidence in their skills, knowledge and abilities.

• Maintains a clean, neat, and safe working environment, by inventorying and ordering accessories and supplies periodically to maintain established stock levels.
• Transports or arranges for transport of supplies and equipment between units or departments as needed.
• Inspects and arranges for equipment repairs, monitors costs and needs for replacement.

• Maintains strictest confidence of all patients protected health information (PHI) and protects all PHI from accidental, intentional, or inappropriate disclosure.
• Performs all duties in compliance with department standards, policies, and procedures, as well as local, state and federal regulatory agencies to deliver the highest level of patient privacy and care.
• Retains and completes mandated continuing education requirements to meet departmental and facility requirements.

HS Diploma:
High School Diploma or General Education Diploma (GED)

2 years of recent relevant experience.

• Knowledge of various medical terminology, procedures, views, and equipment.
• Written and verbal communications skills to communicate with fellow team members, supervisors, patients, and other personnel.
• Well-developed time management and organizational skills, including the ability to prioritize assignments and work within standardized policies and procedures to achieve objectives and meet deadlines.
• Advanced knowledge of computer applications, such as Microsoft Office Suite (Word, Excel and Outlook), electronic health records (EHR), EPIC, and related information systems.
• Interpret a variety of data and instructions, furnished in written, oral, diagram, or schedule form.
• Prioritize assignments and work within standardized policies and procedures to achieve objectives and meet deadlines.
• Work independently, as well as be part of the team, including accomplishing multiple tasks in an environment with interruptions.
• Identify, evaluate and resolve standard problems by selecting appropriate solutions from established options.
• Ensure the privacy of each patient’s protected health information (PHI).
• Build collaborate relationships with peers and other staff members to achieve departmental and corporate objectives.
• Works independently, exercises sound judgment, and utilizes developed administrative skills
• Able to demonstrate competent job…