As the backbone of healthcare facilitation, an essential member of the medical industry is the unit secretary. A unit secretary is a administrative professional who ensures that day-to-day operations run smoothly in a medical setup. They handle a variety of administrative tasks such as maintaining patient’s medical files, scheduling appointments, and managing communication between the hospital and the patients.
The importance of a unit secretary in healthcare cannot be overstated. They play a critical role in the healthcare delivery system, ensuring that healthcare professionals can focus on providing care to patients by taking care of the administrative tasks. The role of a unit secretary is essential because they ensure that patients receive the highest level of care possible.
The goal of this article is to provide a comprehensive guide to the unit secretary’s job description. The article will explore the daily duties and responsibilities of the role, the skills required to excel in the role, and how to be successful as a unit secretary in a healthcare setting. The article will also provide insight into how to pursue a career in unit secretaryship, as well as career advancement opportunities.
Ultimately, this article aims to provide a blueprint for success for those interested in becoming a unit secretary in healthcare. With the proper training, education, and experience, one can excel in this role and make a valuable contribution to the healthcare industry.
Essential Job Responsibilities
- Coordinate communication between medical staff, patients, and families
- Maintain accurate medical records and update patient charts
- Schedule appointments, tests, procedures, and consultations
- Transcribe medical orders and physician notes
- Order and track necessary medical supplies and equipment
- Monitor patient safety and communicate any concerns to appropriate staff
- Verify patient insurance coverage and billing information
Key Duties and Tasks of a Unit Secretary
As a Unit Secretary, you will have a diverse range of responsibilities to manage. Here are some of the key duties and tasks that you will likely encounter in this role:
- Greet patients and visitors and direct them to appropriate areas
- Answer phone calls and provide assistance and information as needed
- Enter patient data into medical record systems
- Prepare and organize medical charts and files
- Check accuracy and completeness of physician orders
- File and retrieve medical records and documents
- Facilitate interdepartmental communication and collaboration
Common Settings and Types of Patients
As a Unit Secretary, you can expect to work in a variety of healthcare settings, including hospitals, clinics, medical offices, and long-term care facilities. Patients that you will encounter may have a wide range of medical conditions, illnesses, and injuries. Some common types of patients that you may encounter include:


- Surgical patients preparing for or recovering from surgery
- Patients with chronic medical conditions such as heart disease, diabetes, or cancer
- Patients seeking treatment for injuries such as broken bones or sprains
- Patients receiving treatment for infectious diseases or illnesses
- Patients with mental health or behavioral health conditions.
Working as a Unit Secretary can be a rewarding career path for those with strong organizational, communication, and administrative skills. By supporting the work of healthcare professionals and ensuring accurate medical records, you can contribute to the success of clinical teams and help patients receive the care they need.
Skills Required
As a Unit Secretary, there are various skills required to ensure success in the role. These skills can be categorized into essential skills, technical and non-technical competencies, and necessary soft skills.
Essential skills for a Unit Secretary
First and foremost, a Unit Secretary should have excellent communication skills, both written and verbal. They should be able to clearly and effectively communicate with patients, their families, medical professionals, and other staff members. This requires strong interpersonal skills and the ability to adapt communication style to suit the audience.
In addition to communication, a Unit Secretary should be skilled in organization and time management. They must be able to multi-task and prioritize tasks to ensure that everything is completed in a timely and efficient manner. Attention to detail is also crucial, particularly when it comes to record keeping and documentation.
Technical and non-technical competencies
Unit Secretaries must possess technical and non-technical competencies to be successful in their role. Technical competencies include a basic understanding of medical terminology, knowledge of electronic medical record systems, and the ability to navigate and use computer programs specific to the healthcare industry.
Non-technical competencies involve skills that are more general and applicable across various industries. These may include critical thinking, problem-solving, and decision-making skills. The ability to work independently as well as in a team environment is also important.
Necessary soft skills
Soft skills are essential for any Unit Secretary, as they often need to be the calming presence in a hectic healthcare environment. These skills include empathy, patience, and the ability to remain calm under pressure. They should be able to handle confidential information with sensitivity and discretion, demonstrating professionalism at all times.
A successful Unit Secretary should have a combination of essential skills, technical and non-technical competencies, and necessary soft skills. These skills are vital to ensuring effective communication, organization, and empathy within the healthcare environment.
Education and Training
Education plays a significant role in the success of Unit Secretaries. While a high school diploma or equivalent is the minimum educational requirement, employers often prefer candidates who have completed vocational training or postsecondary education in medical administration.
Successful Unit Secretaries also commonly hold an associate’s or bachelor’s degree in healthcare administration, business administration, or a related field. Additionally, healthcare-specific certifications such as Certified Unit Secretary (CUS) or Certified Medical Administrative Assistant (CMAA) demonstrate a commitment to professional development and are highly valued by employers.
In terms of training requirements, on-the-job training is typical for newly hired Unit Secretaries. The training usually covers basic medical terminology, administrative procedures, and patient care regulations. Specific training for the unit in which the Secretary is employed may also be provided.
Continuing professional development is essential for Unit Secretaries to remain relevant and knowledgeable in the field. Keeping up-to-date with advancements in medical technology, changes in regulations, and best practices is crucial. Professional development opportunities include attending conferences and workshops, pursuing additional certifications, and participating in online training programs.


Employers may also require Unit Secretaries to maintain continuing education credits to renew certifications or licenses. Personal development and education can also be achieved through self-study, reading professional journals, and networking with colleagues.
While a high school diploma is the minimum educational requirement for Unit Secretaries, postsecondary education in medical administration or healthcare-related fields and healthcare-specific certifications can significantly aid in securing a job and advancing in the profession. On-the-job training is typical for newly hired Unit Secretaries, and continuing professional development is vital for remaining knowledgeable and relevant in the field.
Tools and Technology
As a Unit Secretary, you will be utilizing an array of tools and technology on a daily basis to manage healthcare operations. Here are some essential tools that you will be expected to use:
Electronic Medical Records
Medical documentation is critical in healthcare operations. Electronic Medical Records (EMRs) are a digital version of patient medical history that can be easily accessed by authorized personnel. EMRs save time and make medical documentation more streamlined, accurate, and secure.
As a Unit Secretary, you will be responsible for managing EMRs, such as inputting patient information, tracking medical histories, and updating patient files. You will be working closely with healthcare providers to ensure timely and accurate documentation of patient information in EMRs. Therefore it is essential that you familiarize yourself with the EMR software used by your healthcare facility.
Healthcare-Specific Software
Healthcare facilities utilize a variety of software to manage operations. Healthcare-Specific Software (HSS) is highly specialized software designed to manage healthcare operations. HSS can help in managing patient care, billing, healthcare analytics, and more.
As a Unit Secretary, you will be working directly with HSS to manage operations, such as scheduling appointments, managing patient flow, and ordering supplies. It is essential that you are proficient in operating the HSS software used by your healthcare facility. If you have not used the software before, get some training and familiarize yourself with the software and its functions.
Essential Office Equipment for a Unit Secretary
As a Unit Secretary, you will work in a fast-paced environment that requires you to be highly efficient. To enable you to be productive, several pieces of office equipment are necessary. These include:
- Computer or laptop to work on and access EMRs and HSS. A designated workspace with a computer and a reliable internet connection is crucial.
- Printer to print necessary medical documents such as medical records, appointment schedules, or discharge instructions.
- Scanner to scan medical records, test results, or other supporting documentation.
- Telephone or headset to receive and make calls regarding patient appointments and healthcare operations.
Teamwork and Communication
As a Unit Secretary, effective teamwork and communication skills are essential to ensure the smooth and efficient operation of the unit. This involves collaborating with physicians, nurses, and fellow administrators in a professional manner to facilitate patient care.
Collaborating with the healthcare team involves working with individuals of diverse backgrounds, expertise, and opinions. By recognizing and respecting these differences, a Unit Secretary can create a positive and productive work environment. Additionally, building trust and rapport with team members enhances teamwork and ensures that everyone is working together towards a common goal.
Providing support to concerned parties is another critical aspect of the role of a Unit Secretary. Whether it is a patient, a family member, or a staff member, it is essential to provide emotional support and empathy. Compassion and active listening skills are essential in understanding and addressing the concerns of others.
Interpersonal and communication skills are crucial to creating effective relationships and overcoming communication barriers that may arise. This includes the ability to effectively communicate with patients to ensure they understand their care plans and providing clear and concise messages to healthcare professionals. Strong interpersonal skills also enable a Unit Secretary to solve conflicts and maintain a harmonious work environment.
Effective teamwork and communication skills are vital in the role of a Unit Secretary. The ability to collaborate with physicians, nurses, and fellow administrators, provide support to concerned parties, and possess interpersonal and communication skills allows for an efficient and positive work environment, ultimately leading to the best possible patient outcomes.
Policies and Procedures
As a unit secretary, it is crucial to adhere to certain policies and procedures that ensure the protection of patient information and the maintenance of ethical standards within the healthcare setting. Two important policies to observe include HIPAA and privacy regulations, as well as compliance with institutional protocols.
HIPAA and Privacy Regulations
The Health Insurance Portability and Accountability Act (HIPAA) is a federal law that regulates the handling of private health information. As a unit secretary, it is essential to understand and follow these regulations to ensure that patient information is kept confidential and secure. HIPAA requires healthcare providers to obtain written authorization from patients before sharing their private information with anyone. As a unit secretary, you must ensure that all patient information is only accessible to authorized staff members, and that any requests for access to patient information are justified and necessary to ensure the continuation of care. Additionally, it is essential to immediately report any breaches of HIPAA regulations to the appropriate supervisory staff.
Compliance with Institutional Protocols
Every healthcare institution has policies and protocols that guide the delivery of care within the institution. As a unit secretary, it is crucial to comply with the regulations and protocols established by your institution. These protocols could include the handling of hazardous materials, the disposal of medical waste, or communication between healthcare professionals. It is important to follow these protocols to ensure that patients receive the best possible care and to avoid any possible legal issues that may occur in the future.
Maintaining Ethical Standards
One essential aspect of the unit secretary’s role is maintaining ethical standards within the healthcare setting. This includes acting with integrity, honesty, and trustworthiness in all professional relationships. As a healthcare professional, you must prioritize the wellbeing and safety of patients above all else. This includes maintaining confidentiality, avoiding any form of discrimination or bias, and respecting the autonomy of patients. It is important to always act in a professional and respectful manner, in line with your ethical obligations as a healthcare worker.
As a unit secretary, you have an essential role to play in the healthcare system, ensuring that patients receive the best possible care. This requires adherence to various policies and procedures, such as HIPAA and privacy regulations, compliance with institutional protocols, and maintaining ethical standards. By upholding these standards, you can fulfill your duties with confidence, knowing that you are contributing to a healthier and more ethical healthcare environment.
Challenges and Solutions
Working as a unit secretary can be a challenging job, as it requires a great deal of attention to detail, multitasking abilities, and efficient communication. It is essential for unit secretaries to be prepared for the common stumbling blocks that come with this job and learn how to overcome these work-related obstacles.
Common Stumbling Blocks in Unit Secretary Work
One of the most significant stumbling blocks that unit secretaries face is managing multiple requests and deadlines at once. The role of a unit secretary is often a fast-paced one, with multiple people relying on them to complete tasks, respond to inquiries, and manage medical records all within a short time frame. This can lead to feelings of overwhelm and stress, which can ultimately impact the quality of work and cause burnout.
Another common stumbling block is the time constraints and demand for accuracy. Unit secretaries are responsible for ensuring that medical records are correct and up-to-date, which can be a tedious and time-consuming task. This involves a great deal of attention to detail, which can be mentally taxing and exhausting.
How to Overcome Work-Related Obstacles
To overcome work-related obstacles, it’s essential to have a clear understanding of your role and the expectations that come with it. Essential factors that should be kept in mind while overcoming stumbling blocks include effective time management, prioritizing, and learning how to delegate effectively.
Effective time management can help ensure that deadlines are met, and requests are fulfilled timely. Understanding the importance of prioritizing is equally crucial. Knowing what task has priority can help unit secretaries effectively manage their workload and avoid feeling overwhelmed.
Learning how to delegate effectively can help spread the workload and reduce stress. Delegating non-critical tasks to other personnel allows the unit secretary to focus on their most crucial responsibilities, leading to a more efficient and productive outcome.
Balancing Deadlines, Requests, and Stress
Balancing deadlines, requests, and stress can be challenging. However, implementing a few strategies can aid in creating a more manageable workload. Creating a to-do list or using a project management tool can be helpful in keeping track of daily tasks, allowing the unit secretary to plan and manage their workload effectively. Also, engaging in regular self-care practices and incorporating stress-reducing activities can aid in managing stress levels.
The role of a unit secretary can be a challenging one, but by knowing the common stumbling blocks and how to overcome them, it is possible to build resilience, manage workload, and strive for success. By using effective time management, prioritizing tasks, and delegating responsibilities, unit secretaries can create a more efficient and productive environment, leading to success in their role.
Examples of Job Description
As a Unit Secretary, your job description will largely depend on the type of healthcare facility you are employed in, as well as the specific department and unit you will be working in. Here are some examples of different job descriptions for Unit Secretaries:
Example 1 – Hospital Unit Secretary
Job Summary:
The Hospital Unit Secretary is responsible for providing administrative support to the nursing staff, physicians, and other healthcare professionals in the unit. This includes answering phones, ordering supplies, organizing patient charts, and assisting with patient admissions and discharges.
Key Responsibilities:
- Answer phones and direct calls to appropriate personnel
- Enter patient orders into computer system
- Order and stock supplies
- Coordinate patient admissions and discharges
- Maintain patient charts and ensure confidentiality of patient information
- Assist with scheduling patient appointments and procedures
- Provide administrative support as needed to nursing staff, physicians, and other healthcare professionals
Example 2 – Surgical Unit Secretary
Job Summary:
The Surgical Unit Secretary is responsible for providing administrative support to the surgical staff in the unit. This includes scheduling surgeries, maintaining surgical charts, and communicating with patients and families about pre- and post-operative care.
Key Responsibilities:
- Schedule surgeries and communicate with patients about pre- and post-operative care
- Maintain surgical charts and ensure accuracy and confidentiality of patient information
- Communicate with nursing staff and surgical team about patient status and updates
- Order and stock supplies for surgical department
- Assist with patient admissions and discharges as needed
- Provide administrative support to surgical staff as needed
Example 3 – Pediatric Unit Secretary
Job Summary:
The Pediatric Unit Secretary is responsible for providing administrative support to the nursing staff and physicians in the pediatric unit. This includes coordinating patient admissions and discharges, ordering supplies, and helping to create a welcoming and kid-friendly environment.
Key Responsibilities:
- Coordinate patient admissions and discharges in the pediatric unit
- Order and stock supplies, including pediatric-specific items like toys and games
- Maintain patient charts and ensure confidentiality of patient information
- Assist with scheduling patient appointments and procedures
- Create a kid-friendly environment through decoration and play area upkeep
- Provide administrative support as needed to nursing staff and physicians
Analyzing Key Elements in Unit Secretary Job Descriptions
Professional organizations suggest that job descriptions should include several key elements, including job title, job summary, and key responsibilities. In addition, job descriptions should clearly outline the required qualifications and skills for the position, as well as any physical requirements or working conditions.
For Unit Secretaries specifically, the job summary should emphasize the administrative support required to maintain the unit and ensure efficient operation. This can include tasks such as answering phones, ordering supplies, and maintaining patient charts. Key responsibilities should be clearly listed and prioritize tasks that directly impact patient care, such as coordinating admissions and discharges.
A well-written job description is crucial for both employers and potential employees.
Sample Resume/CV
Template for a Unit Secretary Resume/CV
When applying for a position as a Unit Secretary, it’s important to have a well-crafted resume or curriculum vitae (CV) that accurately showcases your skills and experience. Here’s a template to help guide you in creating your own:
Contact Information
- Name
- Address
- Phone Number
- Email Address
Summary
A brief introduction highlighting your qualifications and experience. This section should be tailored to the specific position you’re applying for.
Professional Experience
List your work experience in reverse chronological order, starting with your most recent job. Include the following information for each position:
- Job title
- Name of employer
- Dates of employment
- Duties and responsibilities (e.g., scheduling appointments, managing patient records, ordering supplies)
Education
List your educational qualifications, starting with your highest degree. Include the following information for each degree:
- Name of degree
- Name of institution
- Dates of attendance
- Any relevant coursework or awards
Skills and Certifications
List any relevant skills, such as proficiency in medical software or language fluency, and any certifications you possess, such as a Certified Medical Administrative Assistant (CMAA) or Certified Healthcare Access Associate (CHAA) certification.
Dos and Don’ts for Resumes in the Healthcare Industry
When crafting a resume in the healthcare industry, there are a few important things to keep in mind. Here are some dos and don’ts to consider:
Dos
- Tailor your resume to the specific job you’re applying for, highlighting relevant skills and experience.
- Use bullet points to make information easy to read and digest.
- Use industry-specific terminology to demonstrate your knowledge of the field.
- Emphasize your ability to work well in a team environment.
- Include any relevant volunteer work or extracurricular activities to showcase your commitment to helping others.
Don’ts
- Don’t include personal information such as your age, marital status, or religious affiliation.
- Avoid using clichés or generic statements, such as “excellent communication skills.”
- Don’t list skills or certifications that are not relevant to the job you’re applying for.
- Avoid using flashy fonts or graphics that may be difficult to read or distract from the content of your resume.
- Don’t exaggerate or lie about your qualifications or experience.
By following these dos and don’ts and utilizing the template provided, you can create a powerful resume that accurately showcases your qualifications and lands you the job of your dreams as a Unit Secretary.
Interview Tips
Congratulations for making it to the interview round! This means that your resume and cover letter were impressive enough to catch the attention of the hiring manager. However, remember that the interview is the make-or-break moment of your job application process, so preparation is key to acing the interview with confidence.
Commonly asked questions in interviews
An interview is a two-way street – it’s both a chance for the employer to evaluate you as a potential employee and an opportunity for you to learn more about the organization and the team you’ll be working with. Expect the hiring manager to ask you questions about your work history, skills, and experience. Here are some commonly asked questions during job interviews:
- What inspired you to apply for this position?
- What are your strengths and weaknesses?
- How do you handle high-pressure situations?
- How do you prioritize your workload?
- Can you give an example of a time when you had to deal with a difficult coworker or customer?
Prepare answers to these questions and practice saying them out loud so that you’ll feel more confident during the interview.
How to prepare for an interview
To prepare for an interview, research the company and the position you’re applying for. Review the job description and take note of the qualifications and skills required for the position. Take a look at the company’s website and social media channels to learn more about their mission, culture, and values.
It’s also a good idea to practice answering some interview questions with a friend or family member so that you can receive feedback and improve your responses. On the day of the interview, make sure to dress professionally, arrive on time, and bring copies of your resume and any other relevant documents.
Ace the interview with confidence
During the interview, remember to greet the interviewer with a smile and a firm handshake. Make eye contact, speak clearly, and listen attentively to the questions asked. Try to highlight your relevant skills and experience, and provide specific examples to back up your answers.
Towards the end of the interview, make sure to ask thoughtful questions about the company and the position. This will show the interviewer that you’re genuinely interested in the opportunity.
Lastly, remember to send a follow-up email thanking the interviewer for their time and expressing your continued interest in the position. This will leave a positive impression and increase your chances of being offered the job.
An interview is a chance to showcase your skills and experience to a potential employer. With proper preparation and a confident attitude, you can ace the interview and secure your dream job as a Unit Secretary.
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