2South Inpatient Psych Unit Secretary - BWFH

Mass General Brigham • Jamaica Plain, MA

1d • Onsite

About The Position

Under the supervision of the Nursing Director and as a member of the Unit Based Patient Care Team, the Unit Secretary performs a wide range of secretarial duties and coordinates unit and floor procedures to support professional, efficient department operations and quality patient care. The position coordinates unit operations and resources, including phone calls, communication with health care team members and other departments, patient tests and appointments, medical records, unit requests, and patient admissions, transfers, and discharges. The role provides indirect, age-appropriate patient- and family-centered support for patients ranging from adolescent to geriatric, receives visitors, and responds to patient and family needs.

The Unit Secretary supports a safe and respectful environment; maintains confidentiality; orders and tracks supplies and equipment requests; supports unit projects; and serves as a liaison with ancillary and other departments. The role performs administrative work in hospital systems, communicates with the care team, provides clerical support, and may provide backup patient transport coverage. The position is full-time, 40 hours per week, onsite, on an evening shift, with an every-other-weekend and holiday rotation.

Requirements

• High school diploma or equivalent required; an associate's degree is preferred.
• Experience in a medical or customer service setting is preferred; 1–2 years.
• Strong computer knowledge, including Microsoft Office.
• Excellent interpersonal skills for interacting effectively with patients, visitors, and hospital personnel.
• Ability to work as a team member and promote a caring, collegial attitude.
• Ability to work under stressful conditions, adapt to changing pace, interruptions, emergencies, and acutely ill patients.
• Ability to work independently and prioritize tasks using well-developed organizational skills.
• Demonstrated verbal and written communication skills, including communication through voicemail and email.
• Flexibility and willingness to adapt to a diverse role on the unit-based patient care team.
• Ability to provide indirect care appropriate to the ages of patients served; this unit serves adolescents through geriatric patients.
• Ability to sit and/or stand for extended periods.
• Ability to assist with lifting and carrying up to 20 pounds and with transporting patients on and off the pod.
• Demonstrated customer service skills.
• Adherence to I C.A.R.E. standards.

Nice To Haves

• Associate's degree.
• Knowledge of medical terminology.
• 1–2 years of experience in a medical or customer service setting.

Responsibilities

• Support safe unit operations and identify or initiate follow-up for safety issues; notify the charge nurse of concerns.
• Provide timely, caring service to patients and families while following C.A.R.E. standards and maintaining confidentiality.
• Collaborate with the Patient Care Team and other departments to support smooth unit operations.
• Order, expedite, and distribute unit, clerical, and patient-care supplies; maintain supply levels and the work area and office equipment.
• Initiate and track Facilities, Bio Med, Housekeeping, and IT requests, repairs, and work orders; notify Biomed about malfunctioning equipment and arrange repair requests.
• Assist the Nursing Director with unit projects and help resolve issues with ancillary services and other departments.
• Provide backup coverage for patient transport, including escorting discharged patients and families.
• Answer and manage unit phone calls, take and deliver accurate messages, and place pages and calls at clinical staff request.
• Participate in shift handoffs with incoming or outgoing unit secretaries and charge RNs.
• Coordinate and notify staff about paperwork arriving on the unit, including fax referrals.
• Maintain patient medical records according to hospital policy; label, file, request, and copy records and materials as needed.
• Schedule diagnostic tests, appointments, and consultations as directed by a physician or RN.
• Coordinate discharge logistics, including transportation and equipment.
• Perform clerical admission, transfer, and discharge tasks using the bed management system; ensure records, labels, belongings, and other pertinent information accompany patients during transfers.
• Enter, update, or print unit reports and information, including bed management data, diet order sheets, advance care directives, code status, medication reconciliation and restraint reports, assignment sheets, and recovery charges or billing information as applicable.
• Check the Quadramed list by 11:30 a.m. and notify the charge nurse about unclassified inpatients and incomplete Quadrameds.
• Use Meditech to access or update administrative screens, enter transport and PASSPORT orders, and print specimen labels, kardexes, and medication administration reports.
• Anticipate discharges and transfers; notify admitting and nursing supervisors and update the bed management system and appropriate staff about unit activity.
• Communicate with healthcare team members using the VOCERA communication device.
• Interact with the interdisciplinary care team and provide clerical support to unit staff.
• Answer patient call lights and communicate patient requests to clinical staff in a timely manner.
• Receive and orient visitors and provide patients and families with basic information about unit operations.
• Float or cross-train to other pods or units as requested and respond to team staffing needs.
• Maintain required competencies, seek relevant continuing education, orient or precept new personnel when assigned, attend staff meetings or review minutes, and attend the annual Safety Fair.
• Understand unit quality indicators and participate in quality improvement projects, committees, and SEAQ programs as directed.
• Perform other duties as assigned.

Benefits

• Competitive base pay.
• Comprehensive benefits.
• Career advancement opportunities.
• Differentials, premiums, and bonuses as applicable.
• Recognition programs designed to celebrate contributions and support professional growth.

What This Job Offers

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