Unit Secretary-Mom Baby Unit: Mercy STL

Find your calling at Mercy!

The Unit Secretary for the Mother Baby Unit provides essential administrative and clerical support to ensure efficient daily operations and exceptional patient care. This role serves as a central communication hub for patients, families, nurses, physicians, and ancillary departments. The Unit Secretary is responsible for maintaining accurate patient records, coordinating patient flow, managing schedules, facilitating communication, and supporting the interdisciplinary care team while ensuring confidentiality and compliance with healthcare regulations.

The ideal candidate is highly organized, detail-oriented, and able to thrive in a fast-paced healthcare environment while providing outstanding customer service to patients and families during their postpartum and newborn care experience.

Position Details:

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.

Why Mercy?

From day one, Mercy offers outstanding benefits - including medical, dental, and vision coverage, paid time off, tuition support, and matched retirement plans for team members working 32+ hours per pay period.

Join a caring, collaborative team where your voice matters. At Mercy, you'll help shape the future of healthcare through innovation, technology, and compassion. As we grow, you'll grow with us.

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