Health Unit Secretary/Clerk Nicolet Psychiatric Center

Application Deadline: 2022-11-30
Job Type: County
Job Description:

Job Summary
Responsible for performing clerical and receptionist duties while functioning as the focal communication source on the respective inpatient nursing unit(s) at Nicolet Psychiatric Center, Bay Haven, and Bayshore Village.

Essential Duties
Transcribes physician’s orders per inpatient unit, as directed.

Initiates and maintains clinical record of client upon admission and during client’s stay.

Arranges ancillary client appointments and transportation including, but not limited to: outside medical consults, dental, podiatry, audiology, radiology, ophthalmology, and diagnostic imaging.

Arranges Interpreter Services for client under the direction of the clinical care team.

Notifies appropriate professional staff members, clients and guardian/family of the client-staffing schedule and visitation periods.

Utilizes communication skills effectively when interacting with staff, clients, family members, guardians and the public.

Performs secretarial duties for the hospital, nursing home, and CBRF professional staff (RN Managers/designee, MDS Nurse, Social Worker) in all client related matters, i.e. copying client records, faxing documentation, etc.)

Maintains client clinical record in accordance with Health & Human Services department and inpatient unit policies and /procedures ( i.e. thinning charts, etc.)

Functions as a communication source for the hospital, nursing home, and CBRF.

Maintains a clean, safe, and organized working environment.

Maintains the confidential nature of client and business information.

Attends staff meetings, in-services, and outside agency training sessions, as scheduled.

Completes and maintains necessary documentation according to applicable requirements, codes and policies.

Cross-trained to provide back-up coverage to Scheduling Specialist position; assists with staffing scheduling as directed.

May be required to flex schedule and duties to provide direct care as directed by supervisor to assist the organization in meeting client care needs.

Orders supplies, including maintaining and ordering copies of paperwork from the copy center and re-stock the units as needed.

Assists the Director of Nursing and staff nurses with audits, transcription, updates, and supporting work as requested.

Coordinates and arranges medical record documentation review for Independent Medical Evaluations (IMEs) and other medical care needs for the Psychologist, Psychiatrists, Medical Physician, and Medical Staff as requested for all inpatient units.


Performs related functions as assigned.


General office equipment


Minimum Qualifications Required
Education and Experience:

High School Diploma, plus completion of on-the-job orientation.

Prior experience with physician administrative support and physician order-entry preferred.

Completion of a CNA program.

Licenses and Certifications:

Certified Nursing Assistant preferred or crisis trained technician or willingness to obtain within 6 months.

Knowledge, Skills & Abilities
Knowledge and understanding of medical terminology.

Knowledge, understanding and the ability to maintain the confidentiality of all matters dealing with client care.

Knowledge of and ability to utilize a computer and the required software.

Ability to type at a minimum rate of 40 net words per minute.

Ability to organize, prioritize and utilize time management skills.

Ability to effectively communicate both orally and in writing, including legible handwriting and ability to print.

Ability to understand and accurately follow through on oral and written instructions.

Ability to function within the established procedures of the unit, facility and the Human Services Department and to adjust to new procedures.

Ability to establish and maintain effective working relationships with staff and the public.

Ability to operate a variety of standard office equipment, such as personal computers, calculators, photocopy equipment, FAX machine, etc.

Ability to complete and maintain necessary documentation according to applicable requirements, codes and policies.

Ability to work the required hours of the position.


Lifting 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds.

Extended periods of sitting; intermittent standing and walking.

Using hands for repetitive single grasping, fine manipulation, pushing and pulling, and operating controls.

Communicating orally in a clear manner.

Distinguishing sounds at various frequencies and volumes.

Distinguishing people or objects at varied distances under a variety of light conditions.

Must be free from communicable disease.

This position description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.

Deadline Note: