Jan 15, 2026
Unit Secretary - SC2
- Mass General Brigham
- Northampton, MA, USA
Job Description
Site: Cooley Dickinson Hospital, Inc.
The Unit Secretary is responsible for performing a variety of administrative tasks to record, verify, and receive patient, unit, and hospital information reflecting admissions, transfers, discharges, patient data, patient census, and related data. The Unit Secretary participates in maintaining necessary supplies and equipment and supports patient care on the unit by participating in hourly rounding, assisting with answering call bells, communicating specific care needs to the clinical staff, passing meal trays, and setting up meal trays. The Unit Secretary may function as patient care observer to monitor for patient safety in situations where 1:1 observations are required. When in this role, patient care needs will be communicated and met by other members of the clinical care team.
This position is part of the 1199SEIU Bargaining Unit at Cooley Dickinson Hospital.
This position reports to the Nurse Manager and operates within established organizational and departmental policies and procedures.
Must be able to interact effectively and appropriately to an individual's intellectual level and physical ability.
1Infants 1Pediatric 1Adolescent 1Adult 1Geriatric
Essential Functions
Receive incoming communications and take appropriate action to relay information to the necessary person(s).
-Receive and direct Medical Staff, personnel, patients and visitors.
-Notify patient’s nurse of scheduled appointments.
-Inform next shift Unit Secretary, Shift Charge Nurse, or Nurse Manager of problems needing attention.
-Notify Case Management of the need for consultation at the request of physician or nurse.
-Notify consulting physician, physician’s office, or answering service of need for consultation as ordered by attending physician.
-Contact religious personnel on behalf of patient as directed by nursing staff, patient or patient’s family.
-Contact receiving unit when patient is being transferred to assure patient unit is ready.
-Receive telephone Lab reports, record appropriately, then communicate all phone reports to the appropriate nurse or physician as soon as possible.
-Communicate problems and information to appropriate persons.
-Participate in staffing the unit under the direction of the Nurse Manager. Place calls to staff to communicate needs of the unit.
-Transcribe doctor’s orders onto appropriate records accurately.
-Report any STAT orders placed or written by physician to the appropriate staff immediately.
-Enter any written orders into computer.
-Schedule tests and x-rays around patient’s needs and testing requirements (e.g. timing requirements, procedural protocols, etc.).
-Enter diets into computer.
-Communicate with pharmacy via fax or phone as appropriate.
-Perform non-clinical duties related to the admission, hospitalization, discharge, transfer, death and leave of absence of patients.
-Prepare and update patient medical record for each admission.
-File forms in individual patient’s medical record.
-Prepare discharged patient’s medical record and review the record for completion of charting, checking for signatures as appropriate.
-Copy medical records as ordered for patient transfer to another facility.
-Send patient’s medical record to Medical Records after charting is completed, the chart is checked, and patient is discharged.
-Retrieve old patient medical records.
-Prepare appropriate paperwork for patient needs: i.e. surgical packets / Universal Protocol / EMTALA / Medical Necessity form / Discharge.
-Ensure that appropriate stock items and equipment are available to the unit (this is in conjunction with the Unit Aide if that particular unit has a Unit Aide).
-Order and maintain unit supplies. Enter appropriate charges for storeroom supplies for each patient.
-Contact telephone maintenance for prompt repair if equipment malfunctions or presents a safety hazard and fill out maintenance requisition.
-Participate in cost containment by efficient utilization of resources.
-Complete or maintain appropriate forms, records, requisitions, etc.
-Greet new patients with friendly professionalism and escort patient to room and notify appropriate nurse when needed.
-Greet and direct visitors to appropriate room and inform them of hospital regulations as appropriate.
-Issue correct information to patients and families.
-Respect the dignity and confidentiality of the patient and family.
-Participate in the orientation of new personnel.
-Assist in emergency situations as directed.
-Make trips to other hospital departments for patient and unit supplies (i.e. equipment, blood, storeroom, etc.) and deliver specimens, etc.
-Set up chart packets (regular and pre-operative).
-Make unit rounds to pick up and transport lab slips, census sheets, patient activity sheets, etc (11 pm – 7 am shift).
-Functions as patient observer when 1:1 observation for patient safety is required
-Delivers meal trays to patients using safe tray passing techniques (verify with RN if NPO, patient going for a test, patient with swallowing issues, etc)
-May perform non-clinical tasks as directed by the patient’s nurse.
-• For secretary staff with Monitor Technician (MT) training:
o Provides breaks for MT
o Maintains competency for arrythmia recognition
o Rotates to MT role as needed
-• Patient Observation Role:
o Remain in constant attendance with assigned high risk patient until relieved by shift charge nurse.
o Maintain safety for patients with suicidal ideation.
o Immediately notify nursing staff of any unusual circumstances or obtain assistance with any restrained patient who needs attention or assistance.
o Immediately report any changes in patient’s condition to the patient’s nurse.
-May interact with patient as directed by the patient’s nurse. This could mean reading the newspaper, magazine or book to the patient, playing cards or talking with the patient.
-Maintain established hospital and departmental policies and procedures, objectives, confidentiality, quality improvement program, compliance, safety, infection control and environmental standards.
-Maintain professional growth and development through attendance at seminars, workshops, conferences or in-services, professional affiliations or journals to stay abreast of current trends in field of expertise.
-Meet annual competency and retraining requirements.
-Attend meetings as required.
-Perform other functions/duties as requested.Education
High School Diploma or Equivalent required
Can this role accept experience in lieu of a degree?
No
Licenses and Credentials
Experience
One (1) to three (3) years secretarial experience preferred Health care experience preferred
Knowledge, Skills and Abilities
- Demonstrated knowledge of medical terminology required.
- Demonstrated typing skills and computer experience required.
- Demonstrated interpersonal, organizational, and oral and written communication skills required.
- Demonstrated positive customer service skills and ability to work as a team required.
- Demonstrated ability to focus and provide attention to detail required.
- For Unit Secretaries on the Behavioral Health Unit, de-escalation training required within 30 days of hire or transfer into another department.Physical RequirementsStanding Occasionally (3-33%)
Walking Occasionally (3-33%)
Sitting Constantly (67-100%)
Lifting Occasionally (3-33%) 20lbs - 35lbs
Carrying Occasionally (3-33%) 20lbs - 35lbs
Pushing Rarely (Less than 2%)
Pulling Rarely (Less than 2%)
Climbing Rarely (Less than 2%)
Balancing Occasionally (3-33%)
Stooping Occasionally (3-33%)
Kneeling Rarely (Less than 2%)
Crouching Rarely (Less than 2%)
Crawling Rarely (Less than 2%)
Reaching Occasionally (3-33%)
Gross Manipulation (Handling) Constantly (67-100%)
Fine Manipulation (Fingering) Frequently (34-66%)
Feeling Constantly (67-100%)
Foot Use Rarely (Less than 2%)
Vision - Far Constantly (67-100%)
Vision - Near Constantly (67-100%)
Talking Constantly (67-100%)
Hearing Constantly (67-100%) Onsite30 Locust Street0Per DiemDay (United States of America)1910 Cooley Dickinson Hospital, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.
Job Summary
SummaryThe Unit Secretary is responsible for performing a variety of administrative tasks to record, verify, and receive patient, unit, and hospital information reflecting admissions, transfers, discharges, patient data, patient census, and related data. The Unit Secretary participates in maintaining necessary supplies and equipment and supports patient care on the unit by participating in hourly rounding, assisting with answering call bells, communicating specific care needs to the clinical staff, passing meal trays, and setting up meal trays. The Unit Secretary may function as patient care observer to monitor for patient safety in situations where 1:1 observations are required. When in this role, patient care needs will be communicated and met by other members of the clinical care team.
This position is part of the 1199SEIU Bargaining Unit at Cooley Dickinson Hospital.
This position reports to the Nurse Manager and operates within established organizational and departmental policies and procedures.
Must be able to interact effectively and appropriately to an individual's intellectual level and physical ability.
1Infants 1Pediatric 1Adolescent 1Adult 1Geriatric
Essential Functions
Receive incoming communications and take appropriate action to relay information to the necessary person(s).
-Receive and direct Medical Staff, personnel, patients and visitors.
-Notify patient’s nurse of scheduled appointments.
-Inform next shift Unit Secretary, Shift Charge Nurse, or Nurse Manager of problems needing attention.
-Notify Case Management of the need for consultation at the request of physician or nurse.
-Notify consulting physician, physician’s office, or answering service of need for consultation as ordered by attending physician.
-Contact religious personnel on behalf of patient as directed by nursing staff, patient or patient’s family.
-Contact receiving unit when patient is being transferred to assure patient unit is ready.
-Receive telephone Lab reports, record appropriately, then communicate all phone reports to the appropriate nurse or physician as soon as possible.
-Communicate problems and information to appropriate persons.
-Participate in staffing the unit under the direction of the Nurse Manager. Place calls to staff to communicate needs of the unit.
-Transcribe doctor’s orders onto appropriate records accurately.
-Report any STAT orders placed or written by physician to the appropriate staff immediately.
-Enter any written orders into computer.
-Schedule tests and x-rays around patient’s needs and testing requirements (e.g. timing requirements, procedural protocols, etc.).
-Enter diets into computer.
-Communicate with pharmacy via fax or phone as appropriate.
-Perform non-clinical duties related to the admission, hospitalization, discharge, transfer, death and leave of absence of patients.
-Prepare and update patient medical record for each admission.
-File forms in individual patient’s medical record.
-Prepare discharged patient’s medical record and review the record for completion of charting, checking for signatures as appropriate.
-Copy medical records as ordered for patient transfer to another facility.
-Send patient’s medical record to Medical Records after charting is completed, the chart is checked, and patient is discharged.
-Retrieve old patient medical records.
-Prepare appropriate paperwork for patient needs: i.e. surgical packets / Universal Protocol / EMTALA / Medical Necessity form / Discharge.
-Ensure that appropriate stock items and equipment are available to the unit (this is in conjunction with the Unit Aide if that particular unit has a Unit Aide).
-Order and maintain unit supplies. Enter appropriate charges for storeroom supplies for each patient.
-Contact telephone maintenance for prompt repair if equipment malfunctions or presents a safety hazard and fill out maintenance requisition.
-Participate in cost containment by efficient utilization of resources.
-Complete or maintain appropriate forms, records, requisitions, etc.
-Greet new patients with friendly professionalism and escort patient to room and notify appropriate nurse when needed.
-Greet and direct visitors to appropriate room and inform them of hospital regulations as appropriate.
-Issue correct information to patients and families.
-Respect the dignity and confidentiality of the patient and family.
-Participate in the orientation of new personnel.
-Assist in emergency situations as directed.
-Make trips to other hospital departments for patient and unit supplies (i.e. equipment, blood, storeroom, etc.) and deliver specimens, etc.
-Set up chart packets (regular and pre-operative).
-Make unit rounds to pick up and transport lab slips, census sheets, patient activity sheets, etc (11 pm – 7 am shift).
-Functions as patient observer when 1:1 observation for patient safety is required
-Delivers meal trays to patients using safe tray passing techniques (verify with RN if NPO, patient going for a test, patient with swallowing issues, etc)
-May perform non-clinical tasks as directed by the patient’s nurse.
-• For secretary staff with Monitor Technician (MT) training:
o Provides breaks for MT
o Maintains competency for arrythmia recognition
o Rotates to MT role as needed
-• Patient Observation Role:
o Remain in constant attendance with assigned high risk patient until relieved by shift charge nurse.
o Maintain safety for patients with suicidal ideation.
o Immediately notify nursing staff of any unusual circumstances or obtain assistance with any restrained patient who needs attention or assistance.
o Immediately report any changes in patient’s condition to the patient’s nurse.
-May interact with patient as directed by the patient’s nurse. This could mean reading the newspaper, magazine or book to the patient, playing cards or talking with the patient.
-Maintain established hospital and departmental policies and procedures, objectives, confidentiality, quality improvement program, compliance, safety, infection control and environmental standards.
-Maintain professional growth and development through attendance at seminars, workshops, conferences or in-services, professional affiliations or journals to stay abreast of current trends in field of expertise.
-Meet annual competency and retraining requirements.
-Attend meetings as required.
-Perform other functions/duties as requested.
Qualifications
Additional Job Details (if applicable)
Remote Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
Pay Range
$18.25 - $25.38/Hourly
Grade
SC2C24
EEO Statement:
Mass General Brigham Competency Framework
At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.
About Mass General Brigham
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