Unit Secretary - PT, Day/Eve (VBMC)

Vassar Brothers Medical Center; City of Poughkeepsie (NY); On-site; USD 24,000 - 34,000; Full time

Job summary

Northwell Health is seeking a clerical professional to support nursing units with essential record-keeping and administrative tasks. Under RN supervision, you will help maintain patient charts, manage discharge documentation, and ensure accurate data in EMR systems.

The role emphasizes coordinating communication, handling messages, and assisting with patient flow and unit supplies. Training will be provided; prior healthcare clerical experience is a plus.

Qualifications

• High School diploma or equivalent required.
• Able to follow oral and written instructions.
• After training, demonstrate correct use of chemicals, supplies and tools.

Responsibilities

• Coordinate preparation and maintenance of patient records to ensure accuracy and completeness.
• Ensure EMR is processed and updated with patient information.
• Prepare patient records for discharge or transfer and contact relevant departments.
• Communicate professionally on the phone, take messages, and schedule follow-ups.
• Assist with capacity management and bed management systems to support efficient patient flow.
• Maintain nursing board and census sheets; keep work area tidy.
• Float to other units as needed to support department efficiency.
• Keep up-to-date with clerical programs and attend mandatory in-services.
• Assist leadership with chart audits and order supplies cost-effectively.

Skills

Basic office equipment knowledge

Education

High School diploma or equivalent

Job description

Northwell is the largest not-for-profit health system in the Northeast, serving residents of New York and Connecticut with 28 hospitals, more than 1,000 outpatient facilities, 22,000 nurses and over 20,000 physicians. Northwell cares for more than three million people annually in the New York metro area, including Long Island, the Hudson Valley, Connecticut and beyond, thanks to philanthropic support from our communities. Northwell is New York State’s largest private employer with over 104,000 employees — including members of Northwell Health Physician Partners — who are working to change health care for the better.

Summary:

Under the direct supervision of a registered nurse performs specific clerical function and non-professional services necessary to maintain efficient and effective operations of the nursing unit or department, consistent with the philosophy, goals, policies and procedures of the nursing department and hospital administration.

Essential Responsibilities:

• Coordinates all activities involved in the preparation and maintenance of patient records to ensure accuracy and completeness, including assembling all admission records, patient records, and printing labels and I.D bands.
• Ensures that electronic medical records (“EMR”) are processed and maintained in an accurate and complete manner, enters and updates patient information.
• Prepares patient records for discharge and/or transfer including, copying paperwork, chart breakdown, and contacting appropriate departments including discharge concierge.
• Ensures accurate, timely and professional communication when speaking on the phone, taking messages from members of the department, speaking to patients and physicians, and making post-discharge follow-up appointments.
• Facilitates efficient patient flow by means of electronic capacity management, bed management system and ensures clinical attributes in capacity management are current and accurate.
• Organizes and prioritizes workload to complete responsibilities within assigned shift, updates primary nursing board (patient assignment board) daily and as changes occur, initiates and/or updates census sheet, and maintains work area and nurses’ station in a neat and orderly manner.
• Floats to other units to provide assistance as needed, and/or accept additional assignments as requested to support the department’s efficiency as observed by nursing leadership.
• Remains current in clerical practices, programs and procedures utilized by the department, and attends mandatory in-services as evidenced by completed education record on the nursing unit.
• Under the instruction and guidance from leadership, assist with chart audits, maintaining informational bulletin boards, ordering and maintaining unit supplies in a cost-effective manner, and other non-clinical activities.

Requirements:

• Education and Experience Requirements: High School diploma or equivalent experience. Ability to follow oral and written instructions. After training, must be able to demonstrate correct use of chemicals, supplies and tools needed to accomplish tasks.
• Minimum Knowledge, Skills and Abilities Requirements: basic understanding of office equipment and general knowledge of simple medical procedures or terminology.
• Experience: None, however, some knowledge of health care facility cleaning preferred.
• License: N/A

Working Conditions:

• Manual: significant manual skills/motor coord & finger dexterity
• Occupational: Some occupational risk
• Physical Effort: Sedentary/light effort. May exert up to 10 lbs. force
• Physical Environment: Generally pleasant working conditions
• Company: Vassar Brothers Medical Center
• Org Unit:972
• Department: Emergency Department
• Exempt: No
• Salary Range: $20.71 Hourly