Job Description

Location: St. Elizabeth's Medical Center
Posted Date: 7/28/2020

Reporting to the Patient Care Director, the unit secretary will perform a variety of secretarial duties in support of the administrative and clinical functions on the unit to which he/she is assigned.

Duties include but are not limited to:

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, when necessary, 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.
  • Arranges for the transportation of specimens to the lab using the VIP system and Pneumatic
  • Brings all sign-in sheets to staffing office daily.
  • 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 post them.
  • Using the Blue Chip System, Forms are printed as needed: Patient ID bracelets, Patient labels, Face sheet, Physician orders, Multi-disciplinary Notes, Emergency
  • Department forms, Med. sheets, Consult sheets, Consent forms and Kardex.
  • Takes information on new admissions and transfers from the Admitting department and communicates this information to charge nurse.
  • Makes sure patient teaching tools are at the bedside.
  • Calls transport using the VIP system to send patient valuables (in a valuable envelope) to the cashier's office.
  • Transcribes physician's orders according to the nursing policy and procedure.
  • Enter ordered diets into computer and notifies dietary office when the diet has been changed and also updates the changes in the computer.
  • Coordinates the scheduling of tests, lab work and consults.
  • Enters consults, labs, tests, diets into the computer.
  • Files all paper work: Flow sheets, Medication sheets, Blood Bank Forms for patients who have had Transfusions, Radiology, MRI, CT, Operative Reports and EKGs.
  • Maintains the patient's medical record assuring that forms are in the proper place under correct tab.
  • Thins charts as needed and properly labels the thinned medical record using correct label.
  • Checks all charts daily to make sure there is blank Physician Order sheets, blank Multi-disciplinary.
  • Progress Notes and Patient labels.
  • Prepares pre-operative packets to be sent with patients going to the operating room.
  • Initiates appropriate CareMap on each patient.
  • Immediately processes discharges in the computer.
  • Prepares discharge medical records, including any thinned charts, and old records.
  • Enters discharge date in census/log and informs Environmental Services.
  • Sends Discharge Summary and Referral with patient upon discharge when appropriate.
  • Books ambulance, Chair car, per request of Care Manager.
  • Faxes documents to other hospitals or Facilities on discharge per Care Manager.
  • Maintains daily supply stock, including CSR, Patient Equipment, laundry and pharmacy departments.
  • Communicates supply needs to Unit Coordinator. Orders supplies for immediate use as necessary.
  • Calls CSR, Patient Equipment, Central Processing, Laundry as needed for supplies for immediate on in time use.
  • Notifies the Help Desk with mal functioning computers.
  • Notifies Maintenance any broken machines/ beds.
  • Notifies the Operator problems with the telephones on the unit.
  • Keeps informed of any changes in report procedures, as in death certificates, patient restraints, patients at risk for falls.
  • Maintains census book accuracy during the shift with admissions, transfers, deaths and discharges.
  • Maintains and updates Patient Assignment board.
  • Keeps area of Nurses station neat and clutter free.
  • Maintains unit assignment sheet on a daily basis and files in binder or unit for a period of 3 years.
  • Prints all computer reports as necessary.
  • Serves as unit's "Downtime Resource" for all staff.
  • Orients new staff to DT procedures and DT packet.
  • Assures that the Downtime packet is accessible and well stocked with requisition forms needed during any downtime period.
  • Attends unit secretary monthly meetings.
  • Performs all other related or similar duties as requested or required by PCD or designee to facilitate patient care or unit function.
  • Shall be accountable for maintaining the confidentiality of patient-related data and information.
  • Shall be accountable for abiding by all relevant hospital policies and procedures.
  • Shall be responsible for observing all policies and procedures of the Nursing Division.
  • Shall be responsible for maintaining professional and courteous behavior.


  • Minimum Education: High School diploma or equivalent required.
  • Minimum Experience: Hospital experience or Doctor's Office/medical experience necessary.
  • Minimum skills/abilities: 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; Ability to handle multiple tasks at one time.
  • Must be able to collaborate and effectively communicate with physicians, nurses and other health care professionals.

Application Instructions

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