Operating Room Secretary

Administrative/Clerical Worcester, Massachusetts


Position at UMass Memorial Medical Center

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At UMass Memorial Health Care, Everyone is a Caregiver regardless of title. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health care system of Central and Western Massachusetts, and a place where we can help you build the career you deserve. We are more than 14,000 employees, working together as one health care system. And everyone, in their own unique way, plays an important part, everyday.

Requisition #: 217456

Title: Secretary, Operating Room

Department: Perioperative Services

Grade: ADM6

Posting Date: Sept 29

Status: Non-Exempt

Shift: Days

Union:  UFCW

Hours: 40

Shift Length: 8

Location: UMass Memorial Medical Center

Position Summary:

Performs a variety of secretarial and administrative duties to help facilitate patient care in the operating room under the direction and support of the OR Managers. Acts as a central contact point of contact for callers into the Operating Room, which requires considerable tact and diplomacy. Ensures that cases are called for in a timely manner and helps update the OR communication board as necessary. Assists in the coordination of OR flow by tracking and informing doctors, nurses, other care providers of OR and patient status. Checks inventory and stocks all forms and supplies daily.

Major Responsibilities:

  • Prepares the O.R. Communication Board, logs and checklists to track patients during and after surgery. Assists in the Coordination of cases to ensure timely arrival of staff into O.R.s. Takes staff sick calls and notifies OPS Manager or charge nurse. Pages doctors and nurses as needed. May call patients in from home for surgery. Confirms that patients have all required pre-authorization paperwork completed.
  • Constantly maintains the Operating Room Communication Board and logs with patient arrival, ongoing cases, and completion of surgeries. Confirms that Communication Boards is in sync with the schedule. Verifies patients added to the O.R. schedule. Tracks scheduled and emergency patients in pre-op holding areas and sends for cases, patient transport, labs, radiology and other care providers as needed. Notifies the PACU about patients who are transferred elsewhere post-surgery.
  • Coordinates a high volume of routine and urgent calls to and from the O.R.s including requests from the O.R.s and responses concerning supplies and equipment including blood and blood products, mobile radiology, respiratory and other emergent care issues.
  • Checks inventory and stocks all forms and supplies daily. Orders supplies as needed through general stores, linens and equipment for unit. Orders all unit clerical supplies and forms needed. May track and order specialized equipment such as vac machines and specialized beds. All ordering of supplies will be done with ops Managers approval.
  • May perform the duties of the SACU secretary when closed or not functioning.
  • Works within EPIC without difficulty.

Position Qualifications:



  • High School Diploma



  • 3+ years of related experience
  • Ability to use specialized applications software and computer systems including but not limited to Outlook, Word, Excel, Power point and EPIC.
  • Necessitates individuals who are multifunctional and able to work under stressful situations.
  • Exemplifies professional behavior and excellent communication and human relations skills.
  • Must have proven work experience in coordinating patient flow.


  • Knowledge of business office procedures and medical terminology/procedures.
  • Familiarity with perioperative services

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Standards of Respect: