Job Description

JOB SUMMARY

The Department Secretary is the key person in establishing a first impression and conveying the CCH mission and vision of providing the best possible customer service. Under the direction of the Medical Surgical Director and Clinical Supervisor, the Department Secretary supports the clinical team by coordinating essential administrative functions that ensure a smooth and efficient unit operation.

This position is responsible for maintaining accurate patient records, coordinating diagnostic tests and procedures, managing supplies, and serving as a key communication hub for the department. 

ESSENTIAL FUNCTIONS

• Accurately transcribe and process physicians’ orders.

• Initiate and maintain both electronic and paper-based patient records.

• Act as a central point of communication between the department, ancillary services, physicians, patients, and external providers.

• Record data, prepare reports, enter and reconcile patient charges.

• Support the admission and discharge process and maintain patient records throughout their hospital stay.

• Coordinate tests, procedures, diets, and medication instructions; prioritize scheduling across multiple departments.

• Schedule follow-up appointments and arrange for necessary equipment or services.

• Input physician orders and retrieve test results for staff.

• Promote departmental and organizational cost-efficiency.

• Provide courteous, professional customer service and demonstrate excellent telephone etiquette.

• Remain calm and flexible in a fast-paced, high-volume environment while maintaining a positive, team-oriented approach.

• Adhere to all regulations and hospital policies, including the Corporate Compliance Program.

• Perform additional duties as assigned.

JOB QUALIFICATIONS

• Education

  • High school diploma or GED required.

  • Completion of a medical terminology course or unit secretary training program preferred.

• Licensure

  • None.

• Experience

  • Previous clerical or unit secretary experience preferred

  • CNA experience preferred

• Certifications required

  • Current Wyoming CNA certification, preferred

  • See Cardiopulmonary Resuscitation Certification Policy and Certifications/Education Requirements Policy.

Knowledge, Skills, and Responsibilities

• The ability to maintain continuing education requirements and all certifications and licenses as required (e.g. ACLS, PALS, CPI, CPR).

• Must relate well with patients, families, hospital staff, physicians, and public.

• Able to comprehend technical medical terminology. Able to obtain patient information in computer. Able to think quickly, handle various projects simultaneously with ability to memorize routine assignments, computer mnemonics, all with little or no supervision.

• Able to consistently communicate positively under stress while managing an extensive workload.

• Detail-oriented and outstanding administrative and organizational skills, professional telephone skills and a strong customer service mindset and style.

• Applies critical independent judgment in dealing with a variety of situations and people.

• Possesses excellent writing, grammar, and communication skills, including the ability to accurately proofread and edit documents and other materials for grammar, clarity, punctuation, and spelling. Possesses legible handwriting.

• Computer Knowledge including the ability to enter material into electronic record. Ability to operate fax, computer, and copy machine to perform the duties of the position.

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