Essential Duties and Responsibilities

Administrative Support & Communication

• Manage incoming telephone calls, direct visitors, and respond to inquiries from patients, families, and staff.
• Serve as a liaison between patients, families, physicians, nurses, and other healthcare team members.
• Relay messages, provide patient status updates as appropriate, and facilitate communication regarding patient care and treatment plans.
• Maintain a welcoming and professional environment for patients and visitors.

Patient Records & Documentation

• Maintain accurate and up-to-date patient records within the electronic health record (EHR) system.
• Ensure patient information is handled confidentially and in compliance with HIPAA and organizational policies.
• File, organize, and maintain medical records, reports, and correspondence.
• Refer all requests for patient records to the Medical Records department for appropriate release of information.

Patient Flow Coordination

• Coordinate patient admissions, transfers, and discharges in collaboration with nursing staff and other departments.
• Assist with data entry and documentation to support timely and accurate patient processing.
• Ensure patient information is entered accurately and completely in designated systems.

Scheduling & Coordination

• Schedule appointments, tests, procedures, consultations, and follow-up services according to physician orders and unit protocols.
• Communicate schedule changes and resolve scheduling conflicts with appropriate departments and individuals.
• Provide patients and families with appointment information, instructions, and preparation guidelines as needed.

Billing & Charge Reconciliation

• Enter patient charges accurately and completely within established timeframes.
• Audit patient charges and reports to identify and reconcile discrepancies, ensuring appropriate billing for services rendered.
• Assist patients and families with billing inquiries and coordinate with the billing department to resolve concerns.

Inventory & Resource Management

• Monitor and maintain inventory levels of office and unit supplies.
• Coordinate equipment maintenance and repair requests with appropriate departments.
• Ensure necessary resources are available to support efficient unit operations and patient care.

Additional Responsibilities

• Support departmental quality, safety, and customer service initiatives.
• Participate in unit-based activities and process improvement efforts as requested.
• Perform other duties as assigned.

Qualifications

Education

• High school diploma or equivalent required.
• Additional coursework in medical terminology, healthcare administration, or a related field preferred.

Experience

• Previous clerical, administrative, or unit secretary experience in a healthcare setting preferred.
• Experience working with electronic health records and hospital information systems preferred.

Knowledge, Skills, and Abilities

• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency with computer applications, including electronic health records and Microsoft Office programs.
• Strong attention to detail and accuracy.
• Ability to work effectively in a fast-paced, team-oriented environment.
• Demonstrated commitment to customer service and patient-centered care.

Work Environment

• Fast-paced Mother Baby Unit within an acute care hospital setting.
• Frequent interaction with patients, families, physicians, nurses, and other healthcare professionals.
• Requires extended periods of sitting, standing, walking, and computer work.

This position plays a vital role in supporting the care of postpartum patients and newborns by ensuring smooth communication, accurate documentation, and efficient unit operations.