UNIT SECRETARY

Westchester Medical Center Health Network; City of Poughkeepsie (NY); On-site; USD 38,000 - 52,000; Full time

Job summary

Westchester Medical Center Health Network is seeking a dedicated Unit Secretary to support nursing staff and ensure smooth unit operations. This role performs clerical and receptionist duties under the supervision of nursing leadership and registered nurses.

Responsibilities include answering phones, coordinating patient transport, maintaining unit records, and assisting with documentation in the EMR. The position requires strong organizational skills and comfort with healthcare terminology.

Qualifications

• Minimum 1–2 years of office experience with medical terminology preferred.
• Proficiency in keyboarding and computer systems used for orders/charges.
• High School Diploma or equivalent.

Responsibilities

• Greet patients and families, provide information and directions on the unit.
• Answer phones promptly with professional etiquette; take messages and relay to staff.
• Notify nursing of patient needs via call system; respond quickly to calls.
• Coordinate unit activities, patient transport, and scheduling of procedures.
• Maintain clean, orderly, and safe unit environment; handle patient records.
• Enter data into EMR systems; support data gathering for QA projects.
• Assist orientation of new personnel and provide guidance to colleagues.
• Maintain and file unit logs and patient charts as directed.

Tools

Cerner

Teletracking

Tiger Connect

Forms Fast

Family First

Job description

Job Summary

The Unit Secretary assists the professional nursing staff by performing specific tasks contributing to the care of the patient and the functional operation of the unit. These clerical and receptionist functions are performed under the direction and supervision of the Nurse Manager, Charge Nurse, and/or registered nurse.

Job Summary

The Unit Secretary assists the professional nursing staff by performing specific tasks contributing to the care of the patient and the functional operation of the unit. These clerical and receptionist functions are performed under the direction and supervision of the Nurse Manager, Charge Nurse, and/or registered nurse.

Responsibilities

Receptionist Function

• Provides assistance to hospital staff, patients and their families and visitors, providing information and directions as needed.
• Answers telephones quickly with professional phone etiquette, takes messages, and responds to inquiries for routine information, relays calls to patients, gives directions, and refers inquiries to nursing and physician staff. accurately, in a courteous and timely manner.
• Answers patient call bells quickly through the system console and notifies nursing staff of patient needs.
• Coordinates activities on the unit including but not limited to: Directing transportation: Scheduling patient procedures and treatment
• Makes appropriate requests for work orders and follows up to ensure completion.
• Maintains orderly, safe and clean environment within assigned unit

Clerical Function

• Physician consults; notifies provider and or provider office/service of requested consult and documents task in the EMR.
• Gathers information for Nursing QI projects. Provides support re: data gathering reporting.
• Anticipates the needs of the physicians and nursing staff. Consistently is aware of and provides assistance as needed.
• Communicates with other hospital divisions and Transfer Center.
• Uses computer applications or other automated systems such as Cerner, Teletracking, Tiger Connect, Forms Fast, Family First and email in performing work assignments as directed by Nurse Leader.
• Serves as a resource for colleagues and new employees. Assists in orientation of new personnel. Consistently and proactively provides guidance to other staff members.
• Maintains unit files and logs.

Maintains the Medical Record.

• Establishes and maintains patient charts upon admission and discharge.
• Prepares patient flow sheets as directed
• Duplicates and/or faxes records as necessary.
• Checks records and forms for completeness and accuracy and makes necessary changes
• Processes patient charts after discharge making sure all papers are labeled correctly with patient label and all forms have been collected and filed correctly. Wipes down chart after discharge.

Assures adequate level of supplies in the Department.

• Maintains unit supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders and verifying receipt.

Experience

• A minimum of one to two years of experience in an office setting with a working knowledge of medical terminology preferred.
• Demonstrates proficiency in Key boarding and other computer skills required to enter orders/charges.

EDUCATION

High School Diploma or equivalent.