Job Openings

Department Secretary

Job ID: BH345469

Category: Administrative Assistant

Specialty: Administrative

Job Title: Department Secretary

Contract: Temp

Job Location: Belmont, MA

Hours: Monday – Friday, 8:00 AM – 4:30 PM

Industry: Healthcare

Must Haves:

  • EPIC Experience
  • Administrative Experience


  • Healthcare Experience

Job Summary/Description:

Performs a variety of duties to ensure total secretarial and clerical support for assigned area and usually serve as secretary to area official.


1. Provides coordination of patient and unit information to ensure that accurate and timely communication is facilitated.

o Maintains confidentiality

o Answers and prioritizes telephone calls

o Gives directions and information to visitors, etc.

o Coordinates the giving and receiving of patient info to and from other hospital departments

o Maintains complete and accurate messages for unit and other health care personnel, etc.

o Coordinates communication to facilitate the admission, transfer, and discharge of patients according to protocol.

o Anticipates potential patient appointment problems and discusses alternative plans with the nurse-in-charge

o Anticipates potential short and long-term scheduling problems and discusses alternatives with the CNS

2. Assembles and maintains patient’s medical record according to established hospital standards

o Monitors and assures that a par level of hospital documentation forms is available on the unit

o Assembles all new medical records accurately and according to established sequence of documents

o Assures all patient documents are stamped with correct ID information

o 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

o Assures all reports are filed in chart according to sequencing procedure

o Maintains patient record with current information by removing and filing documents according to protocol of Medical Records Department

o Processes medical release of information forms according to procedure and within established time frame

o 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

3. Coordinates patient schedules and appointments on and off the unit

o Schedules tests, exams, and procedures in sequence according to patient needs and unit protocols

o Completes requisitions for laboratory and diagnostic tests according to procedure

o Records and communicates appointments, completion of tests, exams and procedures according to unit protocol

o Arranges for proper disposition of patient belongings according to protocol

o Coordinated the transport/escort of patients off the unit to ensure patient safety

4. Maintains unit supplies and equipment to ensure availability of items for patient care and staff needs

o Orders routine equipment, supplies and forms according to established stock levels and requisition procedures as demonstrated by maintaining supplies within budget levels

o Processes patient charges for equipment or supplies or transportation and special services according to procedure

o Monitors stocks and supplies and returns outdated, discontinued or dirty items to correct department for credit or reprocessing

o Monitors equipment and the environment, reports malfunctions or hazards to the CNS and process repair requisitions

o Initiates follow-up action to notify hospital department of equipment or environmental problems according to hospital protocols

o Maintain accurate petty cash system for patient and unit monies

5. Contributes to the efficient operations of the unit

o Prepares monthly staff schedules for CNS approval according to department guidelines and time frames with no more than 2 incidents of late schedules

o Participates in orienting new nursing staff and other AUA staff to the unit system according to unit/orientation guidelines

o Responds to emergency or code situations according to established procedures

o Compiles accurate statistical and quality assurance unit data as assigned and within requested time frame

o Anticipates unit needs and provides support to unit for transport of equipment or supplies during and urgent or emergency situation

o Assumes other responsibilities as assigned

6. Maintains commitment for self-growth and competency

o Completes all mandatory continuing education requirements including CPR certifications within the review year

o Participates in own performance appraisal by identifying own individual goals and reviewing progress with supervisor

o Attends at least one hospital or community based educational program which will enhance performance

7. Contributes to the effective interpersonal and community relations to ensure the quality of patient care and to promote a positive image of the Hospital

o Introduces self and position to patient, family and visitors

o Communicates in a positive, supportive and courteous manner to patients, families and hospital personnel

o Collaborates as requested with other departments of the hospital and outside agencies to meet the identified needs of the patients

o Presents oneself in a positive and well-groomed manner to patients and visitors by adhering to professional dress standards


The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Belmont, Massachusetts