Unit Secretary / HIM Coordinator Full-time

Vibra Travels•Longview, TX

About The Position

The Unit Secretary / HIM Coordinator performs a dual role supporting hospital unit operations and managing patient health records. The position serves as the nursing unit’s primary clerical and receptionist resource, handling day-to-day station activities, patient chart upkeep, scanning, and routine record audits. It also supports Health Information Management coordination, including record compliance and chart assembly and indexing. The role works Monday through Friday from 8:00 a.m. to 4:30 p.m. It requires an associate’s degree and Basic Life Support (BLS) certification. A degree in Health Information Management, Healthcare Administration, or a related field is preferred, as is one year of secretarial experience, preferably in a medical office or healthcare setting. The role requires basic computer, word-processing, and electronic medical record skills; experience with EPIC is preferred. There are no supervisory responsibilities. The work environment is typically moderately noisy. The employee must occasionally lift or move up to 25 pounds and is regularly required to stand, walk, use hands to finger, handle, or feel, reach, talk, and hear. Specific vision abilities include close, distance, and peripheral vision, depth perception, and the ability to adjust focus. Reasonable accommodations may be made for qualified individuals with disabilities.

Requirements

Associate’s degree required.
Basic Life Support (BLS) certification required.
Knowledge of basic computer skills, word processing, and an Electronic Medical Record system.
Ability to perform the essential duties satisfactorily; reasonable accommodations may be made for qualified individuals with disabilities.
Occasionally lift and/or move up to 25 pounds.
Regularly stand, walk, use hands to finger, handle, or feel, reach with hands and arms, talk, and hear.
Vision abilities include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Nice To Haves

Degree in Health Information Management, Healthcare Administration, or a related field.
One year of secretarial experience, preferably in a medical office or healthcare environment.
Experience with EPIC.

Responsibilities

Answer telephone and intercom systems, take accurate messages, and direct calls and visitors to appropriate personnel.
Perform clerical duties related to patient admissions, transfers or room changes, and discharges.
Order unit supplies and equipment; maintain an organized, clean physical environment and stock clerical and charting areas.
Assist patients, families, visitors, and clinical staff on the nursing unit as needed.
Assist in orienting new staff to clerical duties and station procedures.
Compile new patient charts upon admission and maintain current active charts on the nursing unit.
Pick up, deliver, assemble, and track physical and electronic patient charts across the unit and hospital.
Assist physicians and clinical personnel in retrieving patient data and medical records.
Scan and index patient documents, including nurses’ notes, assessments, progress notes, laboratory and x-ray reports, and correspondence, into the EMR according to hospital policy.
Perform routine record audits to identify incomplete charts, missing signatures, or coding and documentation gaps.
Notify appropriate clinical departments and physicians about deficient or incomplete records for timely resolution.
Assist with reviewing medical records for timely completion, data accuracy, and regulatory compliance.
Ensure medical records removed from the department or unit are logged out and tracked upon return.
Demonstrate professional conduct and comply with hospital and departmental policies and procedures.
Adhere to hospital attendance and safety policies.
Limit access to Protected Health Information to the minimum necessary to perform job responsibilities.
Respect and demonstrate awareness of each patient’s rights, dignity, and individuality.
Perform other incidental and related duties as required or assigned.