Unit Secretary - Specialty Clinic

Job Description Unit Secretary – Specialty Clinic Job Summary The Unit Secretary serves as the central administrative support person for CCMH Specialty clinic, facilitating efficient daily operations while promoting a positive, professional image for patients, families, staff, and visitors. This position is responsible for clerical coordination, patient scheduling, medical record management, communication support, and assisting providers with non-clinical workflow needs. The Unit Secretary ensures confidentiality, accuracy, and efficiency in all processes while supporting a collaborative, patient-centered environment. ESSENTIAL FUNCTIONS 1. Front Office & Patient Coordination Greets patients and visitors in a professional and courteous manner Answer and directs telephone calls promptly and professionally Schedules for new and follow-up appointments Confirms appointments and communicate scheduling changes Maintains orderly patient flow throughout the clinic day Assists with patient registration and demographic updates Collects and verifies insurance and contact information Communicates patient concerns or urgent needs to appropriate staff 2. Medical Records & Documentation Prepares and organizes patient charts prior to visits Ensures documentation meets established standards, policies, and protocols Files, scans, and indexes documents within the Electronic Medical Record (EMR) system Maintains confidentiality of all Protected Health Information (PHI) in accordance with HIPAA regulations Processes release of information requests according to policy Ensure charts are complete and properly closed following visits 3. Order & Referral Processing Enters provider orders into EMR accurately and timely Submits referrals to specialists, ancillary departments, and outside facilities Assists with insurance pre-authorizations for tests, imaging, and procedures Tracks pending referrals and test resultsObtains outside medical records as requested by providers Communicates results and instructions to patients as directed by provider 4. Administrative & Operational Support Assists providers with clerical needs during clinic sessions Maintains office supplies and coordinates reordering Assists with coordination of clinic forms and paperwork Supports clinic billing staff with documentation follow-up when needed Participate in quality improvement and process improvement initiatives Maintains a clean, organized, and safe workstation Staff & Team Responsibilities Demonstrates respectful, effective communication with patients and coworkers Works collaboratively in a small-team rural environment Utilizes appropriate chain of command for issue resolution Attend staff meetings as required Assists with orientation of new staff as directed Supports cross-training efforts to maintain clinic continuity Professional Responsibilities Completes annual competencies and required training Meets dress code standards and wears facility identification Reports to work on time and as scheduled Always maintains confidentiality and ethical conduct Represents the clinic in a professional and positive manner Performs other duties as assigned by supervisor or leadership within scope of training Assists with special projects and community outreach activities as needed MINIMUM QUALIFICATIONS High School Diploma or GED required Minimum 2–3 years clerical or medical office experience preferred Prior experience in a healthcare setting preferred Proficiency with EMR systems Knowledge of medical terminology Proficiency with standard office equipment Strong organizational and interpersonal skills Ability to manage multiple priorities simultaneouslyEmployment with Cedar County Memorial Hospital is contingent upon successful completion of a pre-employment background check and drug screening, as applicable to the position. Background checks may include verification of employment, education, professional credentials, criminal history, and other job-related information. Drug screening will be conducted in accordance with applicable federal and state laws and hospital policies.Cedar County Memorial Hospital reserves the right to withdraw an offer of employment based on information obtained through these screening processes, consistent with applicable law. Candidates will be provided any required notices and opportunities to respond to information obtained during the screening process.