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Unit Secretary Job Description

unit secretary job description

A Unit Secretary supports the smooth operation of a medical facility by handling essential administrative tasks. Their duties involve greeting patients, managing files and scheduling appointments.

Unit Secretaries also oversee the staffing of the nursing station and maintain inventory. Success in this role requires prompt responsiveness to requests from staff and visitors and familiarity with medical procedures and abbreviations.

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Make your hiring process faster by copying or downloading our Unit Secretary Job Description Template. 

Unit Secretary Job Overview

[Company Name] is looking for a dedicated Unit Secretary to join our healthcare team.

In this role, you’ll be the first point of contact, handling clerical tasks such as answering calls, greeting patients, scheduling appointments and maintaining patient files.

If you enjoy working in a dynamic healthcare setting and are committed to delivering exceptional patient care, [Company Name] is the ideal place for career growth. Join us and be a vital part of our team, contributing to our commitment to excellence in patient services.

Salary: $12–$28/hour

Schedule: Full-time (40 hours per week), with the possibility of overtime beyond 40 hours per week

Unit Secretary Duties & Responsibilities

  • File paperwork and keep all patient information updated
  • Review patient insurance documents and determine covered procedures and deductibles
  • Transcribe and process physician’s orders into the electronic health record (EHR) system
  • Use coding systems, including ICD-9-CM (International Classification of Diseases, 9th Edition, Clinical Modification), CPT (Current Procedural Terminology) and HCPCS (Healthcare Common Procedure Coding System)
  • Greet patients upon their arrival for appointments or procedures
  • Coordinate with other hospital departments to schedule MRIs, x-rays or bloodwork
  • Ensure the nursing station is staffed at all times
  • Manage incoming and outgoing mail and phone calls
  • Support and follow hospital and unit-specific procedures for quality assurance, safety and security
  • Order office and medical supplies as needed
  • Prepare unit budgets and assist with organizing unit meetings
  • Set unit rotation schedule, complete and submit reports
  • Assist during emergencies as needed

Unit Secretary Experience Requirements & Skills

  • Proven work experience as a Unit Secretary or in a similar capacity
  • Experience in administrative roles and familiarity with medical laws
  • Knowledge of medical terminology and its application
  • Proficient in using medical software and computer literacy
  • Understanding of patient privacy regulations, including Health Insurance Portability and Accountability Act (HIPAA) compliance
  • Strong interpersonal and communication skills for effective collaboration
  • Attention to detail, time management and organizational skills
  • Problem-solving and critical-thinking abilities
  • Flexibility to work independently and in group settings

Unit Secretary Education & Qualifications

  • High school diploma or GED
  • Having certifications such as Certified Health Unit Coordinator and Certified Medical Administrative Assistant is advantageous

Unit Secretary Job Description Template — Free Download

This editable template simplifies the process of crafting engaging online job advertisements for a Unit Secretary position.

Start by replacing [Company Name] with your organization’s name and customize the content to align with your specific needs. Tailor details such as salary, work conditions and highlight any employee benefits and opportunities for professional development.

Access our free Unit Secretary Job Description Template by providing your email and selecting the Free Download option.

Related: How To Write a Job Description

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