Unit Secretary - Nights

Inova • Annandale, VA

1d

About The Position

Inova Fairfax Hospital is seeking a dedicated Unit Secretary to support its Emergency Department. This full-time night-shift role works three 12-hour shifts (7:00 p.m. to 7:30 a.m.); days vary, and the schedule includes weekends and holidays. The Unit Secretary performs clerical and reception activities that support efficient department operations and helps maintain confidential patient information and accurate medical records. The role also supports communication, patient admissions and transfers, and the preparation and maintenance of patient-care documents and unit records.

Requirements

• High school diploma or equivalent.
• Basic Life Support (BLS) certification if also working as a Clinical Tech.

Nice To Haves

• Healthcare experience.
• Bilingual in Spanish or another language.
• Efficiency in Microsoft Office.

Responsibilities

• Provide prompt and efficient reception support for the unit.
• Perform clerical and unit-specific work to support efficient department operations.
• Copy and fax records and other information as needed.
• Maintain and update physician and laboratory databases.
• Maintain forms and clerical supplies and ensure medical supplies are maintained at par levels.
• Attend staff and committee meetings and take minutes as requested.
• Prepare unit charges as appropriate for unit needs.
• Create, maintain, and terminate patient charts in accordance with Medical Records guidelines, ensuring patient identification and record integrity.
• Obtain and file test results, laboratory reports, and treatment information in charts.
• Update patient charts in GECE/IDX with discharge times and move them to EDDIS in a timely manner.
• Run and distribute EPIC reports as requested by the leader.
• Answer incoming calls, log outgoing calls, take accurate messages, and page program personnel, other departments, and physicians as needed.
• Help answer call bells and communicate patient needs to staff; triage and escalate patient issues to the next care provider if the wait exceeds five minutes or sooner when appropriate.
• Facilitate patient movement into and out of the unit and keep the Charge Nurse informed about patients to be admitted or transferred.
• Coordinate admissions and transfers with nurses, patient transport, and admission personnel.
• Schedule diagnostic tests and laboratory work as prescribed by nursing and medical staff.
• Ensure chart documents are correctly placed and ready for transfer or discharge; return old medical records to the Medical Record Department at discharge.
• Scan, fax, or send patient documents to Medical Records accurately and promptly.
• Maintain chart forms in the correct placement behind the appropriate chart tab; send thinned charts to the new unit upon transfer or to Medical Records upon discharge.
• Transcribe physicians' orders accurately and promptly.
• Greet patients, families, and visitors and provide non-clinical information, such as directions, patient room locations, and assigned nurse identification.
• Monitor patient and visitor movements at the nursing station and provide information to facilitate prompt patient care.
• Ensure the desk remains covered at all times.
• Generate and maintain patient-care tools, including Kardex, MAR, treatment sheets, admission order forms, progress notes, and consult sheets.
• Maintain patient census and status boards, log books, and computer databases, ensuring information is current and accurate.
• Perform additional duties as assigned.

Benefits

• Medical, dental, and vision coverage.
• Team member wellness program.
• Retirement plan with Inova matching the first 5% of eligible contributions, starting on the first day.
• Education assistance of up to $5,250 per year.
• Student loan assistance of up to $10,000.
• Up to 25 mental health coaching or therapy sessions per person per year at no cost for team members, their spouses or partners, and their children.
• Paid time off.
• Paid parental leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED