Unit Secretary

Steward Health Care System - Boston, MA

Part-time - Entry Level

Boston, MA

10,001+ employees

Ambulatory Health Care Services

About the position

The Unit Secretary for the ICU plays a crucial role in supporting the administrative and clinical functions of the unit. Under the supervision of the Patient Care Director, the Unit Secretary will perform a variety of secretarial duties that are essential for the smooth operation of the unit. This position is part-time and requires a commitment to providing excellent customer service and maintaining a professional demeanor at all times. The Unit Secretary will serve as the first point of contact for visitors and staff, greeting them and directing them as necessary. They will also be responsible for managing communications within the unit, including answering phones, relaying messages, and serving as a liaison between patients, families, and healthcare providers. In addition to communication duties, the Unit Secretary will handle admissions by assembling new admit packets, obtaining old medical records, and ensuring that all necessary documentation is completed accurately and in a timely manner. They will also be responsible for transcribing physician orders, entering data into the computer system, and coordinating the scheduling of tests and lab work. Maintaining the integrity of medical records is another critical responsibility, which includes filing paperwork and ensuring that all forms are in the correct place. The Unit Secretary will also manage discharge processes, ensuring that all necessary documentation is prepared and communicated to the appropriate parties. They will maintain supply stock for the unit and communicate any needs to the Unit Coordinator. Additionally, the Unit Secretary will be responsible for notifying maintenance of any equipment malfunctions and keeping the nurses' station organized and clutter-free. Training will be provided on the unit with an experienced preceptor, and the Unit Secretary will participate in monthly meetings to stay informed about unit procedures and updates.

Responsibilities

• Serve as unit receptionist, greeting visitors and directing personnel as necessary.
• Check unit and individual e-mail at least once a shift.
• Answer telephones using proper etiquette and relay messages/information as necessary.
• Page Codes as directed using the correct emergency number.
• Serve as a communications liaison between the unit and other departments.
• Assemble new admit packets and charts with forms printed to Blue Chip printer on admission.
• Transcribe physician's orders according to nursing policy and procedure.
• File all paperwork including flow sheets, medication sheets, and operative reports.
• Immediately process discharges in the computer and prepare discharge medical records.
• Maintain daily supply stock and communicate supply needs to the Unit Coordinator.
• Notify the Help Desk of malfunctioning computers and Maintenance of broken machines.

Requirements

• High School diploma or equivalent required.
• Hospital experience or Doctor's Office/medical experience necessary.
• Excellent telephone skills.
• Excellent interpersonal and communication skills.
• Refined organizational skills.
• Experience with Microsoft Office, Meditech, and the Athena program preferred.
• Medical Terminology experience preferred.
• Ability to communicate verbally and in writing in English.
• Excellent customer relations skills.
• Ability to prioritize secretarial functions.

Nice-to-haves

• Experience in a hospital setting.
• Familiarity with medical terminology and healthcare practices.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Referral program
• Tuition reimbursement
• Vision insurance