Nursing Secretary

The Pavilion at Queens for Rehabilitation & Nursing; New York (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

The Pavilion at Queens, a 302-bed skilled nursing and rehabilitation facility in Ulux, is seeking a Nursing Secretary / Medical Records professional to support the Nursing Department and ensure the accurate and organized management of clinical and administrative records.

The ideal candidate will be detail-oriented, highly organized, dependable, and able to manage multiple responsibilities in a fast-paced healthcare environment.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, clerical, or office experience preferred.
• Experience in healthcare or skilled nursing is a plus.
• Strong attention to detail and organizational skills.
• Excellent communication and ability to handle confidential information.

Responsibilities

• Maintain, organize, and audit resident medical records in accordance with facility policies and HIPAA requirements.
• Ensure medical records and related documentation are complete, accurate, properly filed, and readily accessible.
• Assist with documentation and record management related to resident admissions, discharges, and transfers.
• Monitor records for missing or incomplete documentation and follow up with appropriate staff as needed.
• Prepare reports, correspondence, forms, memos, and other documents as requested by Nursing leadership.
• Answer and direct telephone calls, take messages, and communicate information to the appropriate department or staff member.
• Greet and assist residents, families, visitors, physicians, and other healthcare professionals in a professional and courteous manner.
• Coordinate and maintain documentation related to resident medical appointments and transportation.
• Assist with requests for medical records and other documentation in accordance with facility policies and applicable regulations.
• Maintain organized nursing department files, records, supplies, and other administrative materials.
• Provide administrative and clerical support to the Director of Nursing, Nurse Managers, and nursing staff.
• Communicate effectively with staff across different departments and work collaboratively with individuals with a variety of personalities and responsibilities.
• Handle sensitive and confidential information with professionalism and discretion.
• Assist with special projects and other administrative duties as assigned.

Skills

Attention to detail

Organizational skills

Verbal & written communication

Education

High school diploma or equivalent

Tools

Microsoft Office (Excel, Word)

EMR systems navigation

Job description

Nursing Secretary

The Pavilion at Queens, a 302-bed skilled nursing and rehabilitation facility in Flushing, Queens, is seeking a Nursing Secretary / Medical Records professional to support the Nursing Department and ensure the accurate and organized management of clinical and administrative records.

We are looking for a detail-oriented, highly organized, dependable, and hardworking individual who takes pride in their work and can effectively manage multiple responsibilities in a fast-paced healthcare environment. While prior healthcare or skilled nursing experience is a plus, personality, work ethic, attention to detail, and a proven track record of longevity in previous positions are most important.

The ideal candidate will be comfortable working with a variety of personalities, communicate professionally with residents, families, staff, and outside providers, and be able to prioritize tasks while maintaining accuracy and confidentiality.

Responsibilities

• Maintain, organize, and audit resident medical records in accordance with facility policies and applicable confidentiality and HIPAA requirements.
• Ensure medical records and related documentation are complete, accurate, properly filed, and readily accessible when needed.
• Assist with documentation and record management related to resident admissions, discharges, and transfers.
• Monitor records for missing or incomplete documentation and follow up with appropriate staff as needed.
• Prepare reports, correspondence, forms, memos, and other documents as requested by Nursing leadership.
• Answer and direct telephone calls, take messages, and communicate information to the appropriate department or staff member.
• Greet and assist residents, families, visitors, physicians, and other healthcare professionals in a professional and courteous manner.
• Coordinate and maintain documentation related to resident medical appointments and transportation.
• Assist with requests for medical records and other documentation in accordance with facility policies and applicable regulations.
• Maintain organized nursing department files, records, supplies, and other administrative materials.
• Provide administrative and clerical support to the Director of Nursing, Nurse Managers, and nursing staff.
• Communicate effectively with staff across different departments and work collaboratively with individuals with a variety of personalities and responsibilities.
• Handle sensitive and confidential information with professionalism and discretion.
• Assist with special projects and other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, clerical, or office experience preferred.
• Previous experience in a skilled nursing facility, healthcare setting, or busy medical office is a plus.
• Strong attention to detail and excellent organizational skills.
• Proven ability to manage multiple priorities and meet deadlines.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and the ability to work effectively with different personalities.
• Proficiency with Microsoft Office, specifically Excel and Word and general computer applications.
• Ability to learn and navigate electronic medical record systems.
• Demonstrated reliability, professionalism, and strong work ethic.
• Stable employment history and demonstrated longevity in previous positions strongly preferred.
• Ability to maintain confidentiality and handle sensitive information appropriately.

What We're Looking For

The ideal candidate is someone who is organized, dependable, detail-oriented, and takes ownership of their responsibilities. We value individuals who demonstrate a strong work ethic, communicate effectively, work well with others, and are committed to building long-term relationships with their team and organization.