20 Unit Secretary Interview Questions and Answers

Being a unit secretary is an important role in any healthcare organization. You’re the first point of contact for patients and visitors, you provide administrative support to medical staff and other departments, and you ensure that all records are accurate and up-to-date.

If you’ve been called in for an interview for a unit secretary position, you already have the skills required for the job—now it’s time to prove them. Here’s what you need to know about common questions asked during a unit secretary interview so you can prepare and make sure your answers shine.

1. What experience do you have with scheduling appointments and managing patient records?

Unit secretaries are responsible for managing patient records and scheduling appointments. This means they must have knowledge of medical terminology and scheduling practices. Interviewers will ask this question to gauge how familiar you are with the tasks you will be expected to do in the job. This includes understanding the importance of patient privacy and the need for accuracy when it comes to managing patient records.

How to Answer:

To answer this question, you should focus on your experience with scheduling appointments and managing patient records. Talk about any previous positions you’ve held that required similar tasks. If you don’t have direct experience in this area, discuss how your other experiences have prepared you for the role. You can also talk about the medical terminology courses you’ve taken or any certifications you may have. Finally, emphasize your commitment to accuracy and patient privacy when it comes to managing patient records.

Example: “I have experience scheduling appointments and managing patient records from my previous role as a medical assistant at ABC Clinic. In that position, I was responsible for making sure all patient information was accurate and up-to-date in the clinic’s electronic health record system. I also had to ensure that all appointment requests were scheduled correctly and communicated with patients regarding their upcoming visits. Additionally, I took several courses on medical terminology which gave me an understanding of how to interpret and communicate complex medical terms. My commitment to accuracy and patient privacy makes me well-suited for this role.”

2. Describe a time when you had to handle multiple tasks at once in a fast-paced environment.

Unit secretaries are expected to juggle multiple tasks simultaneously, all while maintaining a professional and calm demeanor. This question allows the interviewer to gauge your ability to handle pressure, prioritize tasks, and remain organized in a fast-paced environment. You should provide specific examples from your past experience that illustrate how you were able to stay organized and complete tasks quickly and efficiently.

How to Answer:

Start by describing the situation and what tasks you had to complete. Then, explain how you stayed organized and were able to handle multiple tasks at once. For example, you could talk about how you created a checklist of all the tasks that needed to be completed and prioritized them based on urgency. You should also mention any strategies or techniques you used to stay focused and efficient in completing the tasks. Finally, discuss the outcome of your efforts and how it benefited the team or organization.

Example: “I have a strong understanding of the laws, regulations and procedures that govern the handling of confidential patient data. I am also familiar with HIPAA regulations, as well as any other healthcare-related laws. I stay up to date on changes to these protocols and make sure to follow them correctly. As a unit secretary, I understand the importance of keeping patient information secure and private, so I always strive to ensure compliance. Additionally, I’ve worked in fast-paced environments where I had to manage multiple tasks at once. For example, in my current role I regularly handle patient records while simultaneously managing phone calls, emails, and paperwork. This has taught me how to prioritize tasks efficiently and effectively.”

3. How do you ensure that all patient information is kept confidential and secure?

Unit secretaries are in charge of managing patient information and ensuring its security. This means that they must be aware of all the relevant laws, regulations, and procedures that govern the proper handling of confidential patient data. Interviewers will want to know that you understand these protocols and are able to follow them properly.

How to Answer:

Start by outlining any relevant experience you have in managing confidential patient data. You can also discuss the various protocols and procedures you are familiar with, such as HIPAA regulations or other healthcare-related laws that govern the handling of confidential information. Additionally, explain how you stay up to date on changes to these protocols and make sure to follow them correctly. Finally, emphasize your commitment to keeping patient information secure and private.

Example: “I understand how important it is to keep patient information secure and confidential. I am well-versed in HIPAA regulations and other laws related to the handling of sensitive medical data, and I make sure that my team is aware of any changes or updates to these protocols. Additionally, I have implemented several measures to ensure the security of our patient records, such as restricting access to only those with a need to know, routinely training staff on proper procedures for handling confidential data, and regularly auditing our systems for compliance.”

4. Explain your understanding of HIPAA regulations and how they apply to the role of a unit secretary.

Unit secretaries must understand and adhere to HIPAA regulations in order to protect the privacy and confidentiality of patient information. The interviewer wants to know that you understand the importance of HIPAA compliance and that you can handle sensitive information in a secure manner. This question will help the interviewer assess your knowledge of HIPAA regulations and your ability to apply them in the role of a unit secretary.

How to Answer:

Start by explaining what HIPAA is and why it’s important. Then, explain the regulations that apply to a unit secretary specifically. For example, you can discuss how you would ensure patient information remains confidential while still providing necessary support services to healthcare staff. You should also emphasize your commitment to following all HIPAA regulations and procedures related to the role of a unit secretary.

Example: “I understand the importance of HIPAA regulations and I take my responsibility to protect patient information very seriously. I am familiar with the regulations that apply to unit secretaries, such as protecting confidential patient information from unauthorized access, ensuring secure storage of documents, and only providing necessary details about patients to authorized personnel. Additionally, I know that it’s important for me to remain up-to-date on any changes to HIPAA regulations that may affect my role as a unit secretary. I am committed to following all HIPAA regulations and procedures related to my position.”

5. Are you comfortable using electronic medical record systems?

Unit secretaries are often asked to help manage patient information and records, which means they need to be comfortable using electronic medical record systems. This question gives the interviewer an idea of your level of experience with these systems and whether or not you’ll need additional training. It also indicates whether or not you’re familiar with the type of record keeping needed for the job.

How to Answer:

Be honest about your experience with electronic medical record systems. If you’ve used them in the past, explain how and for what purpose. Describe any challenges you faced or successes you achieved while using these systems. If you haven’t had experience with electronic medical record systems, explain that you are eager to learn and willing to take on whatever training is necessary.

Example: “I have had some experience using electronic medical record systems. I worked as a unit secretary at St. Mary’s Hospital and was responsible for maintaining patient records in their system. I quickly became comfortable with the software and was able to help train new employees on how to use it. I am confident that I can become proficient in any electronic medical record system you might use, and I am eager to learn more about your specific system.”

6. How do you prioritize tasks when faced with competing demands from different departments?

As a unit secretary, you’re expected to be able to handle multiple tasks at once and prioritize them based on the needs of the department. This question is a way for the interviewer to get a sense of how well you’re able to handle multiple tasks and prioritize accordingly. It’s also a chance for you to show your organizational skills and ability to think on your feet.

How to Answer:

You should be prepared to discuss how you prioritize tasks when faced with competing demands from different departments. Talk about the strategies and processes that you use, such as creating a list of all tasks and their deadlines, organizing them by priority level, delegating some tasks to other team members if necessary, and using time management techniques like setting aside specific times for certain tasks. You can also mention any software or tools that you’ve used in the past to help manage your workload.

Example: “When faced with competing demands from different departments, I prioritize tasks by first assessing the urgency of each task and then organizing them in order of importance. For example, if a patient’s needs are urgent, that takes priority over other administrative duties like filing paperwork or updating records. I also create lists of all my tasks and their deadlines so I can keep track of everything I need to do. Additionally, I use software such as Trello to help me organize tasks into categories and set reminders for myself when deadlines are approaching. Finally, if necessary, I delegate certain tasks to other team members to ensure that all tasks are completed on time.”

7. Tell me about a time when you had to communicate difficult news to a patient or family member.

As a Unit Secretary, you are often the one who has to break difficult news to patients or family members. The interviewer wants to know that you can handle these difficult conversations with empathy and compassion. They want to know that you understand how to provide accurate information in a sensitive manner and how to provide support to those affected.

How to Answer:

When answering this question, it is important to emphasize your ability to communicate difficult news in a sensitive manner. Talk about how you approached the conversation and what steps you took to ensure that the patient or family member was given accurate information while still being respectful of their feelings. You can also discuss any follow-up actions you may have taken to provide additional support. Showing that you understand the importance of providing comfort and support during these conversations will be key in demonstrating your suitability for the role.

Example: “I recently had to communicate difficult news to a patient and her family. I carefully explained the situation in a compassionate and empathetic manner, ensuring that they were given accurate information while also being respectful of their feelings. Afterwards, I checked in with them regularly to provide support and answer any questions. I also connected them with other resources that could provide additional assistance if needed.”

8. Describe a situation where you had to work with other healthcare professionals to coordinate care for a patient.

Unit secretaries often serve as a key point of contact for the members of a healthcare team. They must be able to coordinate communication among different departments and providers, as well as provide up-to-date information about patient care. This question helps the interviewer understand how well the potential hire can collaborate with others and handle a variety of tasks.

How to Answer:

When answering this question, it’s important to provide a specific example of how you successfully worked with other healthcare professionals. Explain the situation in detail, providing information about the patient and the care needed. Talk about your role in coordinating the care, as well as any challenges you faced. Lastly, discuss what steps you took to ensure that all members of the team were on the same page and that the patient received the best possible care.

Example: “I recently worked with a team of doctors, nurses, and other healthcare professionals to coordinate care for a patient with a complex medical condition. I was responsible for ensuring that all members of the team were updated with the latest information about the patient’s condition and progress. I also worked with the team to make sure that any changes in the patient’s care plan were communicated to everyone in a timely manner. I was able to successfully coordinate the care for the patient, and the patient’s condition improved as a result.”

9. What strategies do you use to stay organized and manage paperwork efficiently?

Unit secretaries handle a variety of administrative tasks, including filing paperwork, scheduling meetings, and managing medical records. To do this job well, you need to be organized and efficient. This question is designed to see how you manage your time and how you handle the paperwork that comes your way.

How to Answer:

Talk about the strategies you use to stay organized and manage paperwork efficiently. Examples of strategies might include using a filing system, setting reminders for yourself, or creating checklists for each task. You can also talk about how you prioritize tasks and delegate work when needed. If you have experience with any specific software programs that help you manage your workload, this is a great opportunity to mention them as well.

Example: “I use several strategies to stay organized and manage paperwork efficiently. I use a color-coded filing system to ensure that important documents are easy to find and I create checklists for each task so that I don’t miss any steps. I also use task management software to help me prioritize tasks and delegate work when needed. I’m also familiar with using medical records software, which helps me manage patient records quickly and accurately.”

10. How do you handle stressful situations such as long wait times or angry patients?

Being a unit secretary requires a lot of multitasking and problem-solving in high-pressure situations. In many cases, you’ll be the first person a patient sees or speaks to when they enter the unit, and it’s your job to make sure their experience is as stress-free as possible. By asking this question, the interviewer wants to make sure you have the skills necessary to handle a wide variety of situations calmly and professionally.

How to Answer:

To answer this question, you’ll want to talk about your ability to remain calm and professional in stressful situations. You can also discuss any strategies or techniques you use to de-escalate a situation or provide excellent customer service. For example, you might mention that you take deep breaths when feeling overwhelmed or that you always make sure to listen actively and respond with empathy. Additionally, it’s important to demonstrate an understanding of the importance of patient satisfaction and how your role as a unit secretary contributes to that goal.

Example: “I understand how important it is to provide a positive experience for patients and their families, so I always make sure to listen and to be as helpful as possible. I’ve found that staying calm and being patient can help to de-escalate a situation. I also try to be proactive in making sure patients have all the information they need, and I’m always willing to go the extra mile to ensure that their experience is a positive one. I believe that my customer service skills and my ability to stay calm under pressure make me an ideal candidate for this position.”

11. What would you do if you noticed an error in a patient’s chart?

As a unit secretary, you’ll be responsible for managing patient records and other administrative duties. It’s important for the interviewer to understand that you’re detail-oriented and that you’re able to take appropriate action when errors arise. The interviewer also wants to know that you’re comfortable speaking up and raising issues when you notice something that requires attention.

How to Answer:

Start by emphasizing that you take accuracy and detail seriously, and that you’re always looking for ways to improve processes. Explain how you would go about identifying the error—for example, double-checking with other documents or speaking to the patient directly if necessary. Then, explain what steps you would take to correct the mistake, such as informing the relevant personnel and updating the chart. Finally, emphasize your commitment to ensuring accuracy in all of your work.

Example: “I take accuracy very seriously, so if I noticed an error in a patient’s chart, I would first double-check the information with other documents and speak to the patient directly, if necessary, to confirm the details. Once I was sure that an error had been made, I would inform the relevant personnel and update the chart accordingly. I understand that accuracy is essential in this role, and I always strive to ensure that patient records are up-to-date and error-free.”

12. Do you have any experience working with insurance companies or billing departments?

Unit secretaries often need to work with insurance companies, billing departments, and other external organizations to coordinate patient care and payments. This question is a way for the interviewer to gauge your knowledge and experience in this area. They want to know you understand the process and can handle any issues that may arise.

How to Answer:

Talk about any relevant experience you have working with insurance companies or billing departments. If you don’t have direct experience, explain how your other skills and knowledge could help you in this area. You can also discuss any training courses you may have taken that would be beneficial for the role. Finally, emphasize your strong customer service skills and ability to handle difficult conversations or tasks.

Example: “I have experience working with insurance companies and billing departments from my previous job at the hospital. I understand the process and paperwork involved in filing claims and working with insurance providers. I also have strong customer service skills and a knack for problem-solving, which I think would be beneficial in this role. Additionally, I recently completed a training course on medical billing and coding, so I’m familiar with the terminology and processes related to the job.”

13. How do you approach communicating with physicians, nurses, and other healthcare staff?

Unit secretaries are vital in ensuring that the medical staff they support can do their jobs effectively. Communication between a unit secretary and the staff they support must be clear and concise so that everyone can do their job efficiently. This question is designed to find out what sort of approach you take when communicating with medical staff, and if you are able to foster a productive working relationship.

How to Answer:

To answer this question, focus on your ability to build relationships with medical staff and how you go about doing so. Talk about the importance of clear communication when working in a healthcare setting, and mention any strategies you have used to ensure that messages are delivered accurately and efficiently. Additionally, talk about what sort of qualities you bring to the table that help foster strong relationships with medical professionals, such as being organized, detail-oriented, and having an understanding of medical terminology.

Example: “I believe that clear and concise communication is essential when working with medical professionals. My approach to communicating with physicians, nurses, and other healthcare staff is to always be prepared and organized. I make sure to provide them with all of the necessary information they need to complete their tasks, and I pay close attention to their instructions. I also make sure to double-check any instructions I receive to ensure accuracy. Additionally, I am very detail-oriented and have a good understanding of medical terminology, which helps me to effectively communicate with medical staff. Lastly, I always strive to build strong relationships with the staff I support, as I believe this helps to foster a more productive working environment.”

14. What steps do you take to ensure accuracy when entering data into the system?

Unit secretaries are responsible for a variety of administrative tasks, from answering phones and scheduling appointments to entering data into the system. This question is meant to assess your attention to detail, as accuracy is essential when entering data. The interviewer wants to know that you take the time to double-check your work and that you can quickly identify and correct any mistakes.

How to Answer:

To answer this question, you should focus on the steps you take to ensure accuracy. You can mention that you always double-check your work and review it for any errors before submitting it. Additionally, you could talk about how you use quality assurance protocols, such as comparing data entries to source documents or running reports to check for discrepancies. Finally, emphasize your ability to identify and correct mistakes quickly, which is essential when dealing with sensitive information.

Example: “I understand the importance of accuracy when entering data into the system. To ensure accuracy, I always double-check my work and review it for any errors before submitting it. Additionally, I use quality assurance protocols such as comparing data entries to source documents or running reports to check for discrepancies. I also make sure to identify and correct any mistakes quickly. By taking these steps, I am confident that the data I enter into the system is accurate and up to date.”

15. How do you handle requests for medical records from outside sources?

Unit secretaries often have to handle requests for medical records from outside sources, such as insurance companies and lawyers. This question is designed to see if you understand the processes and regulations involved in ensuring that these requests are handled properly. The interviewer will also want to know if you have experience with the specific software and systems used to store and manage medical records.

How to Answer:

To answer this question, you should start by explaining the steps you would take to handle a request for medical records from an outside source. This includes verifying that the request is legitimate and authorized, ensuring that all patient information is kept confidential, and making sure that any necessary forms are completed correctly. You should also discuss your experience with the specific software and systems used to store and manage medical records, as well as any other relevant experience or qualifications related to handling requests for medical records.

Example: “When I receive a request for medical records from an outside source, I start by verifying that the request is legitimate and authorized. I then ensure that all patient information is kept confidential and any necessary forms are completed correctly. I have experience with the software and systems used to store and manage medical records, and I understand the importance of accuracy and attention to detail when handling requests for medical records. I also have experience with HIPAA regulations and other relevant laws, so I’m confident that I can handle these requests properly and efficiently.”

16. What are the most important qualities of a successful unit secretary?

Unit secretaries play a crucial role in an organization’s day-to-day operations. They are responsible for providing administrative support, managing the unit’s schedule, and ensuring that communication between departments is efficient. The interviewer wants to know that you understand the importance of the role and that you have the skills necessary to excel in it.

How to Answer:

The most important qualities of a successful unit secretary are organization, communication, and interpersonal skills. Organization is key for managing the unit’s schedule and ensuring that tasks are completed on time. Communication skills are essential for relaying information between departments and providing administrative support. Interpersonal skills help you build relationships with colleagues and clients, which can make it easier to get work done. Additionally, attention to detail and problem-solving abilities can be useful in this role.

Example: “I believe the most important qualities of a successful unit secretary are organization, communication, interpersonal skills, attention to detail, and problem-solving abilities. As a unit secretary, it is important to be organized and have the ability to multitask in order to manage the unit’s schedule and ensure that tasks are completed on time. Communication skills are essential for relaying information between departments and providing administrative support. Interpersonal skills help build relationships with colleagues and clients. Attention to detail and problem-solving abilities are also important, as they help ensure that tasks are completed accurately and efficiently. I believe I possess all of these qualities, and I am confident that I would be an asset to your organization.”

17. How do you handle conflicts between coworkers or other departments?

Unit Secretaries are often the gatekeepers for their departments, and the go-to person for questions and problems. They have to have a good sense of how to handle difficult conversations and situations, and know when it’s time to call in a supervisor or manager. If you have experience with this, it’s a great opportunity to show off your problem-solving skills and diplomacy.

How to Answer:

Talk about a time when you had to manage a conflict between coworkers or another department. Describe the situation and how you went about resolving it, emphasizing your problem-solving skills and ability to keep calm under pressure. If you don’t have any experience with this, talk about how you would handle such a situation, focusing on your ability to listen to all sides of an argument, remain impartial, and come up with creative solutions.

Example: “I understand that working in a hospital setting often brings with it a lot of complex interpersonal dynamics. I have experience managing conflicts between coworkers, and I’m confident in my ability to remain impartial, listen to all sides of an argument, and come up with creative solutions that everyone can agree on. I believe in the importance of open communication, and I make sure to be respectful and understanding when presenting my own views. I also understand the importance of involving a supervisor or manager when necessary, and I’m always willing to call in additional help if needed.”

18. What strategies do you use to maintain a professional demeanor in challenging situations?

Unit secretaries often interact with patients, families, and other healthcare personnel in highly charged, emotionally charged situations. It’s important for them to remain professional and composed in order to effectively carry out their duties. Interviewers want to know that you can manage these types of situations with grace and composure.

How to Answer:

To answer this question, you should focus on the strategies you use to remain professional in challenging situations. These may include taking a few deep breaths before responding, actively listening to understand all sides of the situation, and maintaining an open mind. You can also mention how important it is for you to stay calm and composed in order to effectively communicate with all parties involved. Additionally, emphasize that you take responsibility for your actions and strive to be fair and equitable when dealing with difficult people or situations.

Example: “I understand that as a unit secretary, I may be faced with difficult situations on a daily basis. To maintain a professional demeanor, I always take a few deep breaths and actively listen to understand all sides of the situation. I strive to be fair and equitable when dealing with challenging people or situations and take responsibility for my actions. I also make sure to remain composed and maintain an open mind in order to effectively communicate with all parties involved. These strategies have helped me maintain a professional demeanor in even the most challenging situations.”

19. Describe a time when you had to provide customer service to a difficult patient.

Unit secretaries often have to deal with patients and their families who are in stressful situations due to illness or injury. It’s important for them to be able to remain calm and professional in these situations and show that they can handle difficult conversations. By asking this question, the interviewer wants to know if you have the emotional intelligence and interpersonal skills to handle these situations.

How to Answer:

When answering this question, it’s important to be specific and provide a detailed account of the situation. Describe how you handled the patient’s concerns in a professional manner, while also showing empathy for their situation. Make sure to emphasize any positive outcomes that resulted from your actions. Finally, explain what you learned from the experience and how you would handle similar situations in the future.

Example: “I had a difficult situation with a patient who had been transferred to our unit from another hospital. He was agitated and angry, and I could tell he was very frustrated. I immediately stepped in and tried to understand his situation and listen to his concerns. I was able to show him that I was genuinely trying to help and that I understood his situation. I was able to calm him down and provide him with the answers he was looking for. I learned that it’s important to remain calm and professional in these types of situations, while also showing empathy. I also learned that it’s important to take the time to listen to the patient’s concerns and provide them with the answers they need. In the future, I will continue to use these strategies to provide excellent customer service to our patients.”

20. How do you keep up with changes in technology and healthcare regulations?

Unit secretaries must be able to keep up with changes in technology and healthcare regulations, as well as be able to quickly learn new software and systems. This question allows the interviewer to gauge your knowledge in this area and whether you have the necessary skills to handle the job.

How to Answer:

To answer this question, you should discuss your experience with technology and healthcare regulations. Talk about any courses or certifications you have taken that demonstrate your knowledge in these areas. Additionally, mention any software programs or systems you are familiar with and how you stay up to date on changes in the industry. Finally, emphasize your ability to quickly learn new technologies and systems if needed.

Example: “I have a deep understanding of healthcare regulations and stay up to date on any changes through taking courses, attending conferences, and reading industry publications. I’m also very familiar with various software programs and systems, such as EHRs, practice management systems, and scheduling software. I’m a fast learner and can quickly pick up new technologies and systems if needed. I’m also comfortable troubleshooting any technical issues that may arise.”