Unit Secretary

St Elizabeth Medical Center - Boston, MA

Part-time - Entry Level

Boston, MA

11-50 employees

Hospitals

About the position

The Unit Secretary at St. Elizabeth's Medical Center plays a crucial role in supporting the administrative and clinical functions of the unit. This part-time position requires the individual to work 16 hours per week on a day shift from 7:00 AM to 3:30 PM, including every other weekend. Under the supervision of the Patient Care Director, the Unit Secretary is responsible for a variety of secretarial duties that ensure the smooth operation of the unit. This includes providing superior customer service to both internal and external clients, greeting visitors, and directing personnel as necessary. The Unit Secretary serves as a communications liaison among patients, family members, doctors, and nurses, ensuring that all parties are informed and coordinated in their efforts. In addition to communication duties, the Unit Secretary is responsible for managing admissions by assembling new admit packets, obtaining old medical records, and ensuring that patient teaching tools are available at the bedside. The role also involves transcribing physician orders, entering dietary changes into the computer, and coordinating the scheduling of tests and lab work. Maintaining accurate medical records is essential, as the Unit Secretary must file paperwork correctly and ensure that all necessary forms are available in the patient's chart. The Unit Secretary also handles discharge processes, prepares discharge medical records, and communicates with Environmental Services regarding patient discharges. Supply management is another key responsibility, as the Unit Secretary must maintain daily stock levels and communicate supply needs to the Unit Coordinator. The position requires a proactive approach to problem-solving, as the Unit Secretary must notify the Help Desk of any malfunctioning equipment and maintain a neat and organized work environment. Overall, the Unit Secretary is a vital member of the healthcare team, contributing to the delivery of high-quality patient care.

Responsibilities

• Provides superior customer service to internal and external clients, customers, and patients as referenced in the Service Excellence Standards.
• Serves as unit receptionist, greeting visitors and directing personnel to various locations.
• Checks unit and individual e-mail at least once a shift.
• Serves as a resource/preceptor to new unit secretaries and RNs regarding computer training needs/skills.
• Answers telephones using proper etiquette and relays messages/information as necessary.
• Pages Codes as directed using correct emergency number.
• Pages health care providers as directed.
• Serves as a communications liaison between unit and other departments.
• Serves as a communication liaison among patients, family members, doctors and nurses.
• Participates in staff meetings/conferences as appropriate.
• Attends monthly unit secretary meeting.
• Maintains a professional demeanor to patients, professional staff, co-workers, and maintains positive customer relations skills.
• Distributes mail.
• Arranges patient transport using the VIP system.
• Assembles new admit packets and charts with forms printed to Blue Chip printer on admission.
• Obtains old medical records from the Medical Record Department as needed.
• Labels patients room according to unit protocol.
• Calls admitting with all new admits, transfers and room changes to the unit in a timely manner.
• Obtains HO assignments for all new admissions, transfers, and posts them.
• Uses the Blue Chip System to print necessary forms for patient admissions and transfers.
• Transcribes physician's orders according to the nursing policy and procedure.
• Enters ordered diets into computer and notifies dietary office when the diet has been changed.
• Coordinates the scheduling of tests, lab work and consults.
• Files all paperwork related to patient medical records and maintains their organization.
• Processes discharges in the computer and prepares discharge medical records.
• Maintains daily supply stock and communicates supply needs to Unit Coordinator.
• Notifies Help Desk of malfunctioning computers and Maintenance of broken machines/ beds.

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 with Microsoft Office, Meditech, and the Athena program preferred.
• Medical Terminology experience preferred.

Benefits

• Diversity, equity, inclusion and belonging initiatives.
• Training provided on unit with experienced unit secretary preceptor.