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The Metro Boston Mental Health Units at the Lemuel Shattuck Hospital is a seeking dynamic candidate who will provide clerical support services to an inpatient psychiatric unit. The unit clerk works under the direction of the Nurse Manager to assist in the provision of optimal patient care and a safe, organized and harmonious unit environment. The Unit Clerk is responsible for organizing and maintaining the clerical aspects of an assigned hospital unit(s).

 Please Note:   This is a full time 37.5-hour position.  Monday Through Friday from 8:00 am to 4:00 pm

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Provides clerical support for all MBMHU staff on the assigned unit(s).
• Maintains patient medical records by filing reports, thinning the record as needed, adding hand stamped blank forms, completing checklist of admission assessments and obtaining necessary signatures on documents.
• Regularly reviews medical records for timely documentation using checklists and forms.
• Maintains a calendar/log that tracks dates for Court, Legal Status, Physical Exams, TB testing, Clinic appointments, and informs the appropriate unit designee.
• Assists with preparing records for discharge and routing medical record to the Medical Records Department.
• Gathers and prepares necessary records/diagnostic images, etc. as requested to accompany patients to external medical appointments.
• Assists with new admissions by preparing admission packets, printing patient labels, wristbands and face sheets.
• Interacts appropriately with patients on the unit, referring patient concerns and questions to clinical staff in an accurate and timely manner, assisting patients with telephone calls and personal items when nursing staff is not available.
• Takes pictures of all new admissions and keeps updated photos on the unit, in the AWA book and in the Campus Police office.
• Answers telephones, as available, and forwards informational requests to appropriate staff members.
• Distributes incoming and outgoing mail.  Assures that incoming memoranda, packages, etc. are distributed to appropriate individuals within the assigned unit.  Assures that outgoing mail is placed in designated area in the Administration office.
• Completes logs and routes Repair Requisitions to appropriate areas and follows up on the completion of these repair requests. Maintains log of completed and pending work orders.
• Keeps an updated list of patient room numbers and forwards room changes to Admission/Discharge Coordinator on a daily basis. Keeps admitting updated on unit/room changes and other patient information as needed.
• Maintains adequate stock of unit supplies by ordering and storing supplies in order to ensure that resources are available when needed.
• Operates and maintains office equipment in area and calls for service as needed to ensure proper functioning.
• Types and photocopies minutes of unit meetings and other items as requested, including: Unit Leadership Team minutes, Master Treatment Plans, letters, unit-based forms.  Updates assignment sheets, safety check sheets and patient sign in/out sheets and makes sure they are available for all three shifts.
• Attends unit and department staff meetings as requested, and training as needed.
• Provides assistance with payroll completion, clerical support for the Nursing Department and processing of designated personnel actions. Performs other related duties as required.

Required Qualifications:

• Capacity to use a personal computer and type 40 words per minute.
• Ability to communicate effectively in written expression and the proper format and procedure for assembling items of information.
• Power to understand and apply laws, rules, policies and procedures governing assigned unit activities.
• Ability to follow oral and written instructions and communicate effectively.
• Ability to file material in accordance with the standard filing procedures and the need of the work unit.
• Capability to establish and maintain harmonious working relationships with others.
• Understanding and willingness to learn new skills and duties.

 Preferred Qualifications:

• Experience working in a hospital setting and / or with medical records
• Given the population served, bilingual or multilingual fluency
• Experience working in a medical record management system.

Hospital Mission: 

At the Lemuel Shattuck Hospital, we take pride in helping people recover from illnesses and conditions that are often underserved or difficult to manage in other health care settings. The DMH units within the Hospital provide inpatient psychiatric services to adults with serious mental illness with the goal of enhancing autonomy, safety and return to the community. 

Patients are treated by a multidisciplinary team, led by attending psychiatrists which also includes psychologists, clinical social workers, psychiatric nurses, mental health workers, peer specialists, occupational therapists and rehabilitative staff specializing in vocational, recreational and expressive therapies. A variety of treatment modalities are used, including psychopharmacologic, psychotherapeutic (individual, group and family), psycho-educational, behavioral, cognitive and milieu therapies. 

Pre-Hire Process: 

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori   

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines. 

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website. 

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #4
 

First consideration will be given to those applicants that apply within the first 14 days.

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) and equivalent combination of the required experience and the substitutions below:  

I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.   

II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.   

III. A diploma for completion of a one year, full-time, or equivalent part-time,  program in a recognized,  non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience.   

IV. A diploma for completion of a two-year, full-time, or equivalent part-time,  program in a recognized,  non-degree granting business or secretarial school above the high school level may be substituted for two years of the required experience.  

* Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.
 

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100%25 of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.