Unit Secretary

Unit Secretary

The unit secretary is an administrative member of the nursing team who performs clerical duties on their assigned nursing unit. The unit secretary is responsible for performing clerical duties using specific knowledge of medical terminology and hospital, clinic, or laboratory procedures.

Job duties include:

• Direct and relay calls and messages to appropriate staff members.
• Greet visitors and direct them to appropriate staff members.
• Schedule and confirm transportation arrangements to and from appointments.
• Use Microsoft Excel or other software applications to prepare reports, invoices, letters, case histories, and/or medical charts.
• Receive and route medical documents to appropriate staff members.
• Assemble medical charts for new admissions with proper forms and files all papers necessary in charts.
• Scan documents into Electronic Health Record.
• Order supplies from Central Supply and put supplies away in the designated supply room.
• Perform monthly audits on each chart to determine what is not completed.
• Complete all required paperwork or computerized documentation to include incident reports, charting documentation, flow charts, shower sheets, ADLs, referrals, admissions, treatment assessments, report to oncoming staff, and any additional documentation.
• Interact with Physicians regarding visits and completion of orders.
• Assist with setting meal trays and/or taking residents to the dining hall and rehab appointments.
• Keep abreast of State and Federal regulations, policies, and procedures pertinent to medical record keeping.
• Follow all safety rules and regulations.
• Perform additional duties as assigned.

Minimum qualifications include:

• High School Diploma, GED, or equivalent diploma.
• Prior experience in an clerical, secretary, or administrative assistant role.
• Knowledge of principles and procedures for providing customer and personal services.
• Knowledge of administrative procedures such as managing files and records.
• Knowledge of Microsoft Office.
• Knowledge of State and Federal regulations, policies, and procedures related to medical records keeping.
• Ability to effectively communicate both written and orally.
• Knowledge of Electronic Health Records.

Previous experience in a long-term care/skilled nursing or adult geriatric setting is preferred.