Mount Sinai Medical Center

Not-for-profit teaching hospital delivering care

Unit Secretary

Clinical Support & Patient AdministrationUpdated on Nov 12

Part-timeMiami Beach, FL, USANo salary listedIn-person

About the Job

Requirements

One to two years of experience, preferably within healthcare.
High school diploma or GED equivalent; medical terminology is preferred.

Responsibilities

Respond promptly to patient call lights and requests by informing the appropriate staff member and ensuring effective resolution.
Answer telephone calls before the third ring and relay messages to appropriate personnel in a timely manner.
Perform secretarial duties in accordance with hospital policies and allotted time, including maintaining appropriate records, admission and discharge sheets, transport logs, assignment sheets, accurate computerized patient information, and the physician call log.
Greet and direct visitors professionally, handle deliveries efficiently, and provide information competently.
Operate equipment according to manufacturer recommendations and hospital policies and procedures, and communicate needed repairs to the appropriate department promptly.
Keep the Nurse Manager, Team Leader, or Charge Nurse updated regarding unit issues in a timely manner.
Perform newly assigned duties after training and cooperate in floating.
Submit ideas for improvements or changes to department operations.
Participate in cross-training to increase job knowledge and skills.
Assist with orientation of new nursing personnel as assigned by the Charge Nurse, Team Leader, or Unit Director.
Perform effectively during crises or emergencies by remaining available, responding to stat and emergency requests and orders, removing obstructions to patient access, and monitoring other patients and visitors as needed.
Prepare a chart and kardex for each patient admitted to the nursing unit, label chart materials, and accurately enter nursing orders into the computer system.
Keep chart materials and associated tabs organized, adding necessary forms labeled with the patient's name and medical record number.
Transcribe physician orders under Registered Nurse supervision, alert the charge or primary nurse to stat orders or illegible writing, and do not use abbreviations.
Promptly pull copies of new orders and scan pharmacy copies to the pharmacy and nursing copies to the assigned nurse, ensuring each copy has a patient label.
File printed patient records on the chart in a timely manner.
Complete non-computerized forms and requisitions legibly, including cytology, blood bank, and dietary forms.
Maintain par levels of forms, materials, and supplies; evaluate supply adequacy, maintain equipment inventory and prescription-pad stock, follow up on back-ordered items, and discard obsolete forms.
Maintain a professional environment by avoiding social conversation at the front desk and maintaining appropriate demeanor.
Use telephone etiquette by greeting callers, stating the department and own name, asking how to help, offering callers the option to hold or receive a callback, and asking whether further assistance is needed before ending calls; refrain from personal calls except in emergencies.
Maintain a clean, safe, and functional nursing-unit work environment by minimizing clutter, maintaining equipment and chart backs, initiating service or repair calls as needed, informing the Nurse Manager, and troubleshooting computer problems.
Maintain logs for temperature, humidity, the refrigerator, eyewash station, and fluid and blanket warmers.
Maintain an updated staff directory.
Print case cards and resource maps from the MHS system and for added emergency cases.
Print accurate on-call schedules.

Desired Qualifications

Medical terminology.

As Mount Sinai grows, so does our legacy in high-quality health care.

Since 1949, Mount Sinai Medical Center has remained committed to providing access to its diverse community. In delivering an unmatched level of clinical expertise, our medical center is committed to recruiting and training top healthcare workers from across the country. We offer the latest in advanced medicine, technology, and comfort in 12 facilities across Miami-Dade (including our 674-bed main campus facility) and Monroe Counties, with 38 medical services, including cancer care, 24/7 emergency care, orthopedics, cardiovascular care, and more. Mount Sinai takes pride in being South Florida's largest private independent not-for-profit hospital, dedicated to continuing the training of the next generation of medical pioneers.

Culture of Caring: The Sinai Way

Our hardworking, tight-knit community of more than 4,000 dedicated employees fosters an environment of care and compassion. Each member plays a vital role in our collective mission to deliver excellent healthcare through innovation, education, and research. At Mount Sinai, we take pride in our achievements, aiming to be a beacon of quality healthcare in South Florida. We welcome all healthcare professionals to join our thriving community and contribute to our pursuit for clinical excellence.

Department:

Job Description Summary:

Part time and Full-time evenings

Position Responsibilities

Answers and responds to patient call lights/request promptly by informing appropriate staff member of patient's request and ensuring effective resolution.
Answers telephone before third ring and relays message to appropriate personnel in a timely manner.
Performs all secretarial duties in a timeframe consistent with hospital policies and within time allotted. This includes but not limited to:
a. Maintains and uses appropriate records.
b. Maintains admission and discharge sheet.
c. Maintains transport log.
d. Maintains assignment sheet.
e. Enters patient information accurately into computer in a timely manner.
f. Maintains Physician call log.
Maintains professionalism in greeting and directing visitors; efficiently handling all deliveries and, providing information in a competent manner.
Operates all equipment in accordance with manufacturer's recommendations and/or hospital policy and procedure and assures timely communication of needed repairs to the appropriate department.
Keeps Nurse Manager/Team Leader and/or Charge Nurse updated regarding unit issues in a timely manner.
Performs newly assigned duties upon completion of training and cooperates in floating while demonstrating positive attitude.
Submit ideas for improvements or changes needed to improve department operation.
Willingly participates in cross training in order to increase job knowledge and skills.
Assists in orientation of new nursing personnel as assigned by charge nurse, team leader or unit director.
Performs effectively during crisis or emergency situations by:
a. Maintains availability.
b. Responds to stat and emergency requests and orders.
c. Removes unnecessary equipment and items obstructing patient access.
d. Demonstrates initiative in monitoring other patients and visitors during emergency situations.
Prepares chart and kardex on each patient admitted to the nursing unit, including patient labeling of all chart materials, accurately inputting nursing orders into the computer system.
Keeps chart materials along with associated tabs in order at all times, adding necessary forms with patient's name and medical record number as needed.
Transcribes physician orders under the supervision of a Registered Nurse alerting the charge/primary nurse to all stat orders or illegible writing and do not use abbreviations.
Pulls copies of new orders promptly and scans to pharmacy copy to the pharmacy and the nursing copy to the assigned nurse assuring that patient label is on all copies.
Files printed patient records on chart in a timely manner.
Completes all non-computerized forms and requisitions legibly (cytology, blood bank, dietary, etc).
Maintains par levels of forms, materials, and supplies.
a. Evaluates adequacy of supplies.
b. Maintains equipment inventory.
c. Maintains a supply of prescription pads at all times.
d. Follows through on back ordered items.
e. Discards old forms presently not in use.
Promotes a professional environment by:
a. Avoiding social conversation at front desk
b. Maintains appropriate demeanor at all times.
Consistently demonstrates etiquette as evidenced by the following:
a. Greets the caller.
b. States the department name.
c. States their own name.
d. Asks "How may I help you?"
e. Offers the option to the caller to hold or be called back.
f. Ends the call with "Is there anything else I can help you with?"
g. Refrain from personal phone calls (unless emergency situation occurs).
Maintains clean, safe and functional working environment in the nursing unit:
a. Minimizes clutter regularly.
b. Maintains equipment and chart backs.
c. Initiates call for service/repair as necessary and informs Nurse Manager.
d. Troubleshoots problems with computer.
Maintains log for temperature, humidity, refrigerator, eyewash station and fluid/blanket warmers.
Maintains updated staff directory.
Able to print case cards, resource maps from MHS system and added emergency cases.
Print accurate on-call schedules.

Qualifications

License/Registration/Certification
- None
Education
- High School or GED equivalent plus medical terminology preferred.
Experience
- 1-2 years experience, preferrably within healthcare.

Benefits:

We believe in the physical and mental well-being of our employees and are committed to offering comprehensive benefits that fit their personal needs:

Health benefits
Life insurance
Long-term disability coverage
Healthcare spending accounts
Retirement plan
Paid time off
Pet Insurance
Tuition reimbursement
Employee assistance program
Wellness program
On-site housing for select positions and more!

Degree Requirements:

Certification:

About the Company

Mount Sinai Medical Center

Not-for-profit teaching hospital delivering care

Mount Sinai Medical Center is a private, independent, not-for-profit teaching hospital system in Florida. It delivers high-quality health care across multiple specialties through its 13 locations, combining patient care with teaching, research, and charity care to serve a diverse community. Its services include clinical care using state-of-the-art technology and collaboration with top physicians and surgeons, supported by ongoing research and new treatment development. Distinguishing features include its non-profit status, emphasis on education and research, nationwide recognition (Healthgrades Top 100 Hospitals for 2024 and 2025), and a broad access mission with financial responsibility. The goal is to provide patient-centered, advanced medical care while expanding access to expert services and driving medical progress in South Florida.

Company size: 1,001-5,000
Company stage: Not listed
Total funding: Not listed
Headquarters: Miami Beach, FL
Founded: 1949

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