Hospital Unit Secretary, Jackson Behavioral Health, Geri Med Unit

SUMMARY

Hospital Unit Secretary facilitates department/patient flow and patient care by serving as a frontline ambassador in customer service, performing clerical duties and data entry functions.

• Prepares & maintains medical records:
  Label all pages, place forms, clinical reports, and returning diagnostic studies accurately and timely.
• Copies sections and thins/breaks down charts as needed, sending thinned charts to medical records or transferring with patient to another area of care.
• Flags unsigned forms for signature, date, time and follows up for completion.
• Performs document scanning into electronic documentation management.
• Maintains and updates bed tracking system to reflect patient status accurately.
• Transfers and discharges patients in computer system, updates unit census per entity standard, and ensures computer census accuracy at shift start, during transfers, and at shift end.
• Prints forms for computer physician order management and verifies consult documents (telephone called, date, time, name of person spoken to).
• Assists nurse with patient requests, transport of supplies and specimens, meal trays, and menu completion if applicable.
• Obtains updated OR schedule daily and maintains cleanliness of unit and nurse station.
• Serves as a frontline ambassador: greets visitors, answers patient call system and telephones, delivers messages to appropriate persons.
• Maintains working knowledge of printers and other clerical equipment; reports malfunctioning or broken equipment and tracks per unit/entity standard.
• Assists with materials management including ordering supplies, forms, floor stock, etc.
• Orients new employees to the job and assists in collection and storage of patient belongings.
• Provides assistance with discharge and transfer of patients as needed and verifies diet orders as required by certain units.
• Demonstrates behaviors of service excellence and CARE values (Compassion, Accountability, Respect, Expertise) and performs all other related duties as assigned.

Generally requires 0 to 3 years of related experience.

High School diploma is required.

• Ability to analyze, organize, and prioritize work accurately while meeting multiple deadlines.
• Effective communication in oral and written form.
• Ability to handle difficult and stressful situations with critical thinking and professional composure.
• Ability to understand and follow instructions.
• Knowledge and skill in use of job‑appropriate technology and software applications.
• Ability to exercise sound and independent judgment and meet all unit‑specific and organizational competencies, certifications/licenures, as required.

• American Heart Association Basic Life Support (BLS) and any additional applicable life support certification for Healthcare Providers required upon hire with at least 6 months validity and maintenance throughout employment.
• Unit Specific:
  Hospital Unit Secretaries working in any unit at BHH are not required to have a Basic Life Support (BLS) certification.

• Job function is sedentary with extended sitting; frequent standing or walking may be required.
• Must be able to lift or carry objects up to 20 lbs.
• Requires close visual acuity for computer use, data analysis, and other typical office tasks.
• Reasonable accommodations available in collaboration with Reasonable Accommodations Committee.

• Fast‑paced environment with occasional high‑pressure or emergent situations.
• Interaction with diverse populations including team members, providers, patients, insurance companies, and public members.
• Exposure to communicable diseases, toxic substances, medicinal preparations, and other hospital conditions.
• May require Personal Protective Equipment (PPE) such as gloves or mask.