Unit Secretary

WVU Medicine; Charleston, Northern (WV, KY); Hybrid; USD 28,000 - 38,000; Full time

Job summary

WVU Medicine in Charleston, WV is seeking a clerical specialist to handle front desk duties, patient check-in, and admission processes in the department.

The role involves greeting patients, coordinating transfers and appointments, managing mail and records, coordinating transportation, and ensuring smooth intra- and interdepartmental communication with a courteous, professional approach.

Qualifications

• High school diploma or equivalent required.
• Preferred: Medical Assistant program or secretarial school.
• One year of administrative or clerical experience.

Responsibilities

• Greet and admit patients on arrival and prepare ID bands.
• Welcome department visitors and assist with requests; deliver items.
• Handle department mail and distribute appropriately.
• Communicate transfer information for patient transfers.
• Maintain stock levels of office supplies.
• Handle clerical admission and discharge tasks.
• Schedule follow-up appointments as requested by physician.
• Arrange patient transportation as necessary.
• Organize and maintain patient and department records.
• Fax copies of patient charts as needed for transfers or follow up.

Skills

Basic computer skills

Medical terminology

Excellent communication skills

Education

High School Diploma or equivalent

Graduate of Medical Assistant program or secretarial school

Tools

Microsoft Office

Job description

Welcome! We’re excited you’re considering an opportunity with us!

MINIMUM QUALIFICATIONS:

• 1. High School Diploma or equivalent.

PREFERRED QUALIFICATIONS:

• 1. Graduate of a Medical Assistant program or secretarial school.

EXPERIENCE:

• 1. One (1) year of administrative or clerical experience.

CORE DUTIES AND RESPONSIBILITIES:

• 1. Responsible for greeting and admitting functions upon patients’ arrival to the department. Accurately prepares patient identification bands and name tags.
• 2. Welcomes visitors to the department and responds in a helpful and courteous manner to requests for assistance or information. Assists with delivering items to patient rooms.
• 3. Collects department mail and distributes appropriately.
• 4. Responsible for proper and expedient communication of transfer information when patient is to be transferred to another facility.
• 5. Maintains stock levels of office supplies.
• 6. Responsible for clerical admission and discharge functions.
• 7. Schedules all follow-up appointments as requested by physician.
• 8. Arranges transportation for patient as necessary.
• 9. Organizes and maintains patient records and appropriate department records to help ensure accurate and complete documentation.
• 10. Faxes copy of patient chart as needed for arranging transfer or follow up care.
• 11. Coordinates and facilitate ongoing communication to ensure efficient intradepartmental and interdepartmental operations.
• 12. Communicates in a timely fashion with other departments regarding patients who have been admitted, discharged, require inter-hospital transfer, or have expired. Communicate patient information and unit needs intra-departmentally.
• 13. Consistently answers telephone in a courteous and timely manner, identifying self and department at all times and answers questions within area of knowledge. Forwards calls to appropriate staff members.
• 14. Consistently answers patient call bells in a courteous and timely manner and dispatch appropriate personnel.
• 15. Assists physicians and other individuals by providing requested information about specific patient or department routines in accordance with the hospital’s policy on Release of Patient Information.
• 16. Coordinates and facilitates ongoing communication to ensure timely, efficient intradepartmental and interdepartmental transportation of patients.
• 17. Phones in consults to other services in a timely and accurate manner.
• 18. Maintains communication with other patient care departments (e.g., Dietary, Lab, Telemetry, Video Monitoring) to assure patient care needs are met.

PHYSICAL REQUIREMENTS:

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 1. Manual dexterity used in operating standard office equipment.
• 2. Prolonged periods of sitting.
• 3. May be required to walk to various areas throughout the department or medical complex. This may require use of elevators and/or stairs.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 1. Clinical environment.

SKILLS AND ABILITIES:

• 1. Basic computer knowledge and ability to operate standard office equipment.
• 2. Knowledge of medical terminology.
• 3. Proficient in Microsoft Office.
• 4. Excellent written and verbal communication skills.

Additional Job Description:

Scheduled Weekly Hours: 40 Shift: Exempt/Non-Exempt: United States of America (Non-Exempt) Company: THOM Thomas Hospitals Cost Center: 1112 THOM Med/Surge 3T Address: 4605 Maccorkle Ave SW South Charleston West Virginia Equal Opportunity Employer West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.

The West Virginia University Health System is West Virginia’s largest health system and largest private employer, providing care to communities across West Virginia, Maryland, Ohio, and Pennsylvania. The integrated academic health system includes 25 hospitals and five institutes, with more than 3,500 licensed beds, 4,000 clinicians, 39,000 employees, and $8.5 billion in annual operating revenues. Anchoring the system in Morgantown, West Virginia, are WVU Hospitals, an 880-bed academic medical center, and the 150-bed WVU Medicine Golisano Children’s Hospital. Together, the Health System’s hospitals, clinics, and specialty programs provide a comprehensive continuum of care, ranging from community-based primary and specialty services to highly complex, quaternary care and post-acute care.