Unit Secretary (Nursing)

Title: Unit Secretary (Nursing)

State Role Title: Correspondence Clerks

Hiring Range: Up to $44,000

Pay Band: 2

Agency: Dept Behavioral Health/Develop

Location: Catawba Hospital

Agency Website: https://dbhds.virginia.gov/facilities/catawba/

Recruitment Type: General Public - G

Job Duties

Clerical/Secretarial Support:
• Collaborates with Unit Manager and Charge RNs to identify problems and needs to facilitate unit management.
• Assists with admissions including notification of appropriate staff at arrival of patient, completion of HIM paperwork requirements, assist with patient room assignment notification, assign arm band color appropriately and photograph patient for photo ID.
• Assists patients, families and staff to obtain information according to policies and procedures.
• Accurately prepares and forwards documents to appropriate individuals, departments and agencies; i.e., medication consents, consultation requests, memoranda, equipment repair requests, work orders, patient fund requests, etc.
• Accurately completes information related to census including discharges, deaths and transfers, and sends information to HIM Department in a timely manner by email.
• Prepares and forwards to appropriate individuals’ necessary paperwork.
• Scan all necessary paperwork into EHR daily.
• Serves as receptionist on assigned units; i.e., answers phone, greets visitors, offers assistance to patients and others in a polite manner.
• Maintains accurate computer database of census information including transfers, discharges, deaths and appropriate hospital staff/departments.
• Maintains accurate suspense and tickler files to be used for timely notification of appropriate personnel and to keep the medical record in compliance with state and federal regulations.
• Accurate postings on appropriate calendars, dates and times of MD appointments, in-house clinics, and special events.
• Prepare unit forms and downtime box as needed.
• All other duties as assigned by supervision/unit manager.
• Compliance with established HR policy CHPP 12-03.10 and Nursing policy CHPP 06.029, Employee Reliability Standards.

Operational Responsibilities
• Establish a par level with Management and maintain an accurate inventory of supplies for the treatment room and supply closet.
• Put supplies away utilize rotating stock and dispose of expired items.
• Timely and accurate charting of Vital Signs as needed.
• Shreds documents according to policy to maintain confidentiality.
• Coordinates timely and accurate documentation of glasses, dentures, prostheses, hearing aids.
• Prepare Patient Valuables Envelope and review with fiscal in a timely manner.
• Prepare 24-hour packets daily and maintains accurate report sheets.
• Maintains supply of downtown forms and hospital forms to include unit/shift change forms, time clock adjustment forms and leave slips.
• Keeps work area orderly and clean on a daily basis.
• Updates bulletin boards as necessary.
• Provides and maintains a name tag beside every patient’s designated room on the unit.
• Print EHR information as needed.
• Attends monthly unit secretary meetings.
• Assists in provision of coverage for other unit secretaries as needed.
• Assist in taking patients to cafeteria or delivery of meal trays as needed and directed.
• Can assist in taking patients outside as needed and directed.
• Can monitor patients in use of the solariums as needed and directed.
• Transport patients as needed.
• Can sit with assigned patients who are on Continually Supportive Observation, CSO, as needed and as directed by the charge nurse, unit manager or designee.


Education/Skill Development:
• Attend all mandatory in-services.
• Obtains and maintains Therapeutic Options of Virginia certification, Therapeutic Options.
• Obtains and maintain basic Cardiopulmonary Resuscitation, CPR.
• Complete five hours of in-service to meet learning needs and developmental plan annually.

Minimum Qualifications

Knowledge of general record keeping and clerical skills, organizational and communication skills, computer skills, medical terminology and abbreviations preferred.

Additional Considerations

Ability to read, write, and comprehend instructions. Ability to demonstrate patience and empathy when providing services to patients. Previous experience in a mental healthcare setting is also preferred.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
Application Requirements: Applications and résumés for this position are accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you clearly and specifically detail all relevant work experience; we will not make assumptions about your qualifications.

Background Investigation: All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.

Under Virginia Code §§ 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.

Reasonable Accommodations: Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at (540) 332-8300 during business hours (8:00 a.m. to 5:00 p.m.).

Equal Opportunity: The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.

Contact Information

Name: Austin Grasty

Phone: 540-375-4368

Email: austin.grasty@dbhds.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.