What Does a Unit Secretary Do?
Find out what a unit secretary does, how to get this job, and what it takes to succeed as a unit secretary.
The role of a unit secretary is one that requires attention to detail and an eye for quality. They are responsible for ensuring that the hospital or medical facility they work in runs smoothly, from keeping track of patient records to maintaining cleanliness standards throughout the building.
Unit secretaries typically have a wide range of responsibilities, but their main job is to ensure that everything in their department runs as smoothly as possible. This may include anything from handling phone calls and scheduling appointments to filing paperwork and answering questions about procedures and services.
Unit Secretary Job Duties
Unit secretaries have a wide range of responsibilities, which can include:
- Making travel arrangements for patients and staff, including scheduling appointments with doctors and other healthcare providers
- Sending bills to insurance companies or patients who are responsible for paying the cost of care
- Maintaining medical records and filing paperwork such as discharge instructions or insurance forms
- Coordinating with social workers, doctors, nurses, and other members of the care team regarding patients’ medical conditions
- Scheduling appointments for patients with doctors as well as assisting with patient check-in
- Preparing medical records for storage in patient files or for transmittal to other healthcare providers
- Entering data into computer systems for patients’ medical records
- Maintaining a clean and safe environment for patients by complying with infection control policies and procedures
- Handling incoming calls from patients or their families with questions about appointments or test results
Unit Secretary Salary & Outlook
Unit secretaries’ salaries vary depending on their level of education and experience, the size of the company and the geographic location of the job.
- Median Annual Salary: $38,000 ($18.27/hour)
- Top 10% Annual Salary: $54,500 ($26.2/hour)
The employment of unit secretaries is expected to grow faster than average over the next decade.
Demand for healthcare services will increase as the large baby-boom population ages and people live longer, leading to greater demand for medical services. Unit secretaries will be needed to organize and schedule the work of healthcare providers so that patients receive the care they need in a timely manner.
Unit Secretary Job Requirements
A unit secretary typically needs to have the following qualifications:
Education: Most unit secretary positions require a minimum of a high school diploma or GED. Some employers prefer an associate’s degree or certificate in business administration or office administration. Courses in computer software, word processing, spreadsheets and databases can be helpful for unit secretaries.
Training & Experience: Most employers will provide on-the-job training for newly hired unit secretaries. This training will help the unit secretary learn the specific procedures and practices of the organization. Training may include learning how to use the organization’s computer systems, how to handle and organize files and how to handle phone calls and emails.
Certifications & Licenses: While certifications are not required for a unit secretary role, they can help you demonstrate to employers that you have the skills and experience needed for the position. Certifications can also allow you to perform more advanced tasks within your role.
Unit Secretary Skills
Unit secretaries need the following skills in order to be successful:
Organization: As a unit director, you may be responsible for managing a variety of tasks and responsibilities. Having strong organizational skills can help you manage your time and responsibilities effectively. You may also be responsible for managing the unit’s budget, so having strong organizational skills can help you keep track of your spending.
Communication: As a unit director, you need to communicate with your team and the school administration. You need to be able to convey your expectations and answer questions from your team. You also need to communicate with the school administration to ensure your team has the resources they need to perform their duties.
Attention to detail: Having attention to detail is important for unit secretaries because it allows them to perform their duties accurately. This can help them maintain a good reputation for the company they work for and ensure that their employers are satisfied with their work. Attention to detail can also help unit secretaries ensure that they follow their employers’ instructions correctly and complete their tasks in the most efficient way possible.
Time management: Time management is another skill unit directors need to have. This is because they often have many responsibilities to complete in a short amount of time. For example, they may have to prepare for a performance, teach a class, grade papers and meet with parents. Having good time management skills can help them complete all of their tasks in a timely manner.
Professionalism: Professionalism is the ability to act in a way that is appropriate for the workplace. As a unit director, you should be able to lead your team by example. This means that you should be punctual, respectful and responsible. Your ability to model professional behavior can help your team members develop their own professional skills.
Unit Secretary Work Environment
Unit secretaries work in hospitals, clinics, and other medical facilities. They typically work a regular 40-hour week, although they may be required to work evenings, weekends, and holidays, as needed. They spend most of their time sitting at a desk or computer terminal, answering phones, and performing clerical duties. They also may be required to perform some medical tasks, such as taking patients’ vital signs, and to provide customer service to patients and their families. Because unit secretaries play an important role in the smooth operation of a medical facility, they must be able to handle a variety of tasks simultaneously and be able to work well under pressure.
Unit Secretary Trends
Here are three trends influencing how unit secretaries work. Unit secretaries will need to stay up-to-date on these developments to keep their skills relevant and maintain a competitive advantage in the workplace.
More Use of Technology
As technology becomes more widespread, Unit Secretaries are beginning to use it in their jobs. This includes using software to manage patient records and communicate with other members of the healthcare team.
Unit Secretaries can utilize this trend by becoming familiar with the latest technology and learning how to use it effectively. This will allow them to be more efficient and productive in their work.
More Interaction With Patients
As patients become more involved in their own care, Unit Secretaries will need to develop skills that allow them to interact with them in a positive way.
This trend is likely to continue as patients become more informed about their options and want to have a say in the decisions that are made about their care. Unit Secretaries can prepare for this by developing strong communication skills and understanding what patients’ needs are. They can also learn how to provide support and guidance to patients who may be nervous or unsure about what is happening.
Greater Focus on Patient Satisfaction
As hospitals and clinics focus on improving patient satisfaction, Unit Secretaries will need to adapt their roles to meet these new demands.
Unit Secretaries can play an important role in ensuring that patients are satisfied with their experience at the hospital or clinic. This can include everything from answering questions to providing comfort during difficult times. In order to be successful in this area, Unit Secretaries will need to be able to understand what makes patients happy and how they can be helped.
How to Become a Unit Secretary
A unit secretary career can be a great way to get your foot in the door of the healthcare industry. As a unit secretary, you’ll have the opportunity to work with a variety of professionals and learn about different aspects of the field. You’ll also gain experience working in a team environment and developing relationships with patients and their families.
Unit secretaries often move up the ladder to become office managers or executive assistants. This is a great way to advance your career if you want to stay in the healthcare field.
Advancement Prospects
Unit secretaries are the first line of communication for a medical unit. They are responsible for handling all incoming and outgoing calls, as well as keeping track of the unit’s schedule. Unit secretaries may also be responsible for transcribing doctors’ orders, maintaining medical records, and handling insurance paperwork.
Unit secretaries typically have an associate’s degree in medical office administration or a related field. Some unit secretaries may start out in entry-level positions, such as medical receptionist, and then move up to a unit secretary position. With experience, unit secretaries may advance to positions such as medical office manager or health information manager.
Unit Secretary Job Description Example
At [CompanyX], we provide high-quality patient care by ensuring that our medical staff has the support they need to do their jobs effectively. We are looking for a unit secretary to join our team and provide clerical support to the nurses and doctors on our medical/surgical unit. The ideal candidate will have excellent communication and organizational skills, as well as the ability to multitask and stay calm under pressure. He or she will be responsible for a variety of tasks, including answering phones, transcribing doctors’ orders, maintaining medical records, and scheduling appointments.
Duties & Responsibilities
- Answer telephones, take messages, and provide general information to callers in a courteous and professional manner
- Greet patients/visitors, provide directions, and answer questions in person or by telephone
- Schedule patient appointments, tests, and procedures, as well as coordinate with other departments/offices as needed
- Prepare and maintain patient medical records, charts, and files in an accurate and organized fashion
- Transcribe physician orders into the computer system and schedule medications for administration according to established policies and procedures
- Perform a variety of clerical duties such as copying, faxing, and filing documents
- Collect co-pays and deposits from patients and record payments received
- Assist nurses and physicians with patient care tasks as needed and directed
- Maintain confidentiality of all patient information in accordance with HIPAA regulations
- Adhere to unit specific policies and procedures, as well as those of the hospital
- Attend staff meetings and in-services as required
- Participate in quality improvement initiatives
Required Skills and Qualifications
- High school diploma or equivalent
- Proven administrative experience
- Exceptional written and verbal communication skills
- Strong organizational skills and multitasking ability
- Proficient in Microsoft Office, with aptitude to learn new software and systems
- Solid interpersonal skills
Preferred Skills and Qualifications
- Associate’s degree in business administration or related field
- Previous success in office management
- Experience managing budgets and expenses
- Experience developing internal processes and filing systems
- Comfortable handling confidential information
- Ability to adapt to changing situations in a calm and professional manner
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