Unit Secretary

McLean Hospital is a comprehensive psychiatric hospitalcommitted to providing easy access to superior quality costeffective mentalhealth services in the Boston area Massachusetts and beyond. Since 1811 McLean Hospital has been a worldleader in the treatment of mental illness and chemical dependency researchinto the cause of mental illness and the training of generations of mentalhealth care providers. McLeans multidisciplinary programs treat a broad rangeof psychiatric illnesses across the full continuum of care.

The Unit Secretary performs a variety of duties to ensure totalsecretarial and clerical support for assigned area and usually serve assecretary to area official.

1. Providescoordination of patient and unit information to ensure that accurate and timelycommunication is facilitated.

• Maintains confidentiality
• Answers and prioritizes telephone calls
• Gives directions and information to visitors etc.
• Coordinates the giving and receiving of patient info to and from other hospital departments
• Maintains complete and accurate messages for unit and other health care personnel etc.
• Coordinates communication to facilitate the admission transfer and discharge of patients according to protocol.
• Anticipates potential patient appointment problems and discusses alternative plans with the nurseincharge
• Anticipates potential short and longterm scheduling problems and discusses alternatives with the CNS

• Monitors and assures that a par level of hospital documentation forms is available on the unit
• Assembles all new medical records accurately and according to established sequence of documents
• Assures all patient documents are stamped with correct ID information
• Monitors and maintains the record for completeness and signatures notifying clinicians of material to be completed or signed and notifies CNS of any compliance problems
• Assures all reports are filed in chart according to sequencing procedure
• Maintains patient record with current information by removing and filing documents according to protocol of Medical Records Department
• Processes medical release of information forms according to procedure and within established time frame
• Assures that upon patient discharge all chart information is completed assembled and sent to Medical Records within 24 hours with no more than 2 reported errors per month

• Schedules tests exams and procedures in sequence according to patient needs and unit protocols
• Completes requisitions for laboratory and diagnostic tests according to procedure
• Records and communicates appointments completion of tests exams and procedures according to unit protocol
• Arranges for proper disposition of patient belongings according to protocol
• Coordinated the transport/escort of patients off the unit to ensure patient safety

• Orders routine equipment supplies and forms according to established stock levels and requisition procedures as demonstrated by maintaining supplies within budget levels
• Processes patient charges for equipment or supplies or transportation and special services according to procedure
• Monitors stocks and supplies and returns outdated discontinued or dirty items to correct department for credit or reprocessing
• Monitors equipment and the environment reports malfunctions or hazards to the CNS and process repair requisitions
• Initiates followup action to notify hospital department of equipment or environmental problems according to hospital protocols
• Maintain accurate petty cash system for patient and unit monies

• Prepares monthly staff schedules for CNS approval according to department guidelines and time frames with no more than 2 incidents of late schedules
• Participates in orienting new nursing staff and other AUA staff to the unit system according to unit/orientation guidelines
• Responds to emergency or code situations according to established procedures
• Compiles accurate statistical and quality assurance unit data as assigned and within requested time frame
• Anticipates unit needs and provides support to unit for transport of equipment or supplies during and urgent or emergency situation
• Assumes other responsibilities as assigned

• Completes all mandatory continuing education requirements including CPR certifications within the review year
• Participates in own performance appraisal by identifying own individual goals and reviewing progress with supervisor
• Attends at least one hospital or community based educational program which will enhance performance

• Introduces self and position to patient family and visitors
• Communicates in a positive supportive and courteous manner to patients families and hospital personnel
• Collaborates as requested with other departments of the hospital and outside agencies to meet the identified needs of the patients
• Presents oneself in a positive and well groomed manner to patients and visitors by adhering to professional dress standards

• Demonstrates ability to organize assignments and set priorities as demonstrated by completing assignments within scheduled work hours
• Complies with department policies in authorizing changes in assigned work schedules with CNS approval
• Performs other duties as assigned

All McLean team members are expected to consistentlydemonstrate our values of integrity compassion respect diversity teamworkexcellence and innovation in their work activities and interactions.

It is the policy of McLean Hospital to affirmatively provideequal opportunity to all qualified applicants for employment and existingemployees without regard to their race religion color national origin sexage ancestry protected veteran status disability sexual orientation genderorientation or any other basis that would be in violation of any applicable lawor regulation.

• Associate degree or equivalent formal education in secretarial or related program or
• At least 3 years of progressively responsible experience
• Knowledge of medical terminology specific to the specialty preferred
• Skills/Abilities/Competencies
• Proficiency in Microsoft Office required
• Ability to work efficiently under pressure to meet deadlines
• IDX or similar clinical Information systems experience preferred
• Allemployees must possess basic computer skills to use a variety of electronic oronline systems for communication clinical and administrative purposes.