AOS III - Unit Secretary

Virginia Information Technologies Agency•Staunton, VA

8d•Onsite

About The Position

Western State Hospital, part of the Virginia Department of Behavioral Health and Developmental Services (DBHDS), is seeking a full-time Unit Secretary to provide administrative/clerical support to patient units. This role serves as the primary contact on assigned units and is responsible for analyzing discharged records for quantitative and qualitative deficiencies to ensure compliance with regulatory requirements and timely processing of records. Western State Hospital is a 302-bed Joint Commission/CMS-accredited psychiatric facility located in the scenic Shenandoah Valley, serving adults with serious mental health needs and recognized for its Psychosocial Rehabilitation “Learning” programs. The hospital offers a modern clinical setting and a therapeutic environment, supported by highly qualified staff, and is situated in an attractive area with nearby cities offering dining, entertainment, and outdoor activities.

Requirements

Experience in a clerical setting or experience working with patients
Computer knowledge and experience with Microsoft Office
Knowledgeable of hospital services, record keeping and medical terminology
High school graduate

Nice To Haves

Advanced training in health technology or business administration tasks
Experience in a Health Information Management Department
Bilingual
Veteran or veteran spouse

Responsibilities

Facilitate non-clinical orders specific to Unit Clerk scope of responsibility in an accurate and timely manner.
Responsible for patient labels and photo file maintenance.
Responsible for maintenance of the unit binders to include filing of documents, updating communication sheets.
Serves as the point of contact to request outside records for the healthcare team when requested, follows the request until the records are received, and notifies the provider when the record is available.
Responsible for submitting electronic supply requisitions per assigned schedule, ensuring adequate supplies are maintained at the Unit Level.
Responsible for electronic submission of dietary supply requisitions for assigned PCU (patient care unit).
Responsible for patient transfers to another unit to send all contents of respective patient section of the unit binder as well as wristband, patient ID card (cardex), patient labels, photos and face sheets, checking appointments, and communicating with the receiving unit; the receiving unit also needs to check patient appointments. Interward transfer (form 37) includes the patient label, lab, MAK scan sheet, and emergency card.