Title: Unit Secretary

State Role Title: Admin and Office Spec III

Hiring Range: starting at $35,000 (commensurate based on experience)

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Western State Hospital

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

Recruitment Type: General Public - G

Job Duties

Western State Hospital is seeking a Unit Secretary who will be responsible for the administrative/clerical support to the patient units; being the primary contact on assigned unit; and completing an analysis of discharged records for quantitative and qualitative deficiencies to ensure compliance with regulatory requirements and timely processing of records. This position will be responsible for patient labels and photo file maintenance; maintenance of the unit binders to include filing of documents and/or updating of communication sheets; providing EMR (Electronic Medical Record) support / assistance to treatment team members and other users as needed; and serving as the point of contact to request outside records for the healthcare team when requested, follows the request until the records are received, and notifies the provider when the record is available.

The Unit Clerk will also be responsible for submitting electronic supply requisitions per assigned schedule and ensuring adequate supplies are maintained at the Unit Level; entering patient data as assigned to Nursing Data Base; scheduling and documenting patient’s appointments; entering patient movements, leaves, returns, admissions and discharges in the Nursing Data Base as well as calling Information Center and HIM to update patient movement; and working with HIM census clerk to assist with admission QC.

This position is eligible for:

- retirement with cash match
- paid time off; sick time; family/personal time; and community service time
- health, vision, and dental insurance
- life insurance

Minimum Qualifications

- High school graduate
- Computer knowledge and experience with Microsoft Office
- Knowledgeable of hospital services, record keeping and medical terminology
- Experience in a clerical position or working with patients

Additional Considerations

- Advanced training in health technology or business administration tasks
- Experience in a Health Information Management Department
- Bilingual
- Veteran and/or Veteran Spouse

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.

Western State Hospital is a tobacco free facility in all state buildings and on facility grounds. Submit a completed state application online at https://virginiajobs.peopleadmin.com/. if assistance is needed, contact by email Samantha.Leep@dbhds.virginia.gov. To apply for a job, you must make sure that your online application is complete. MISSING INFORMATION IS AN INCOMPLETE APPLICATION AND WILL NOT BE PROCESSED. Please make sure all telephone numbers/addresses are current and up-to-date. REMEMBER YOUR CONFIRMATION NUMBER. You have not completed applying for this position until you receive a confirmation number. If you are connected to a printer, print the confirmation number so that you can track the progress of your application and click on OK. If you are not connected to a printer, write down the confirmation number and then click on OK. Reasonable accommodations for the application and/or interview processes are available upon request to persons with disabilities per the Americans with Disabilities Act. Minorities, Veterans and people with disabilities are encouraged to apply. WSH is an EEO compliance facility.

In accordance with Executive Directive #18, as a condition of employment, the Commonwealth of Virginia requires all Executive Branch employees, including new hires and contract workers, to disclose their vaccination status. If you are the selected candidate, proof of vaccination will be required during new employee orientation on your first day of work. Employees that are not vaccinated must be tested weekly.

Commonwealth’s Alternate Hiring Process: 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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800- 552-5019, or DBVI at 800-622-2155.

Contact Information

Name: Samantha Leep

Phone: 540-332-8306

Email: samantha.leep@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.