Top 20 Interview Questions & Answers for Unit Secretary Roles – 2025

Are you preparing for an interview as a unit secretary? This guide provides a list of 20 up-to-date questions and concise answers that will help you showcase your skills, experience, and knowledge in this important administrative role. Whether you’re applying for a position in a hospital, clinic, or other healthcare setting, these questions cover all key areas of the job.

Behavioral Questions

• 1. Tell me about a time when you had to handle a difficult or challenging situation as a unit secretary. How did you address the situation and what was the outcome?
  Answer: In my previous role as a unit secretary, there was a patient who became agitated and started causing disruptions for the other patients in the unit. I calmly approached the patient and spoke to them in a soothing tone, using my active listening skills to understand their concerns. I then took the necessary steps to address the issue, such as informing the medical staff and providing the patient with a more private room. The situation was diffused and the patient's needs were met, resulting in a calmer and more peaceful environment for all patients in the unit.
• 2. Can you tell me about a time when you had to prioritize your tasks as a unit secretary in a fast-paced environment?
  Answer: In a previous job, I was working as the sole unit secretary on a very busy floor. The phone was constantly ringing, patients needed assistance, and doctors and nurses were requesting various documents and supplies. I realized that I needed to prioritize my tasks in order to effectively manage the workload. I created a system where I sorted tasks by urgency and importance, and I made sure to communicate with my colleagues and allocate tasks as needed. This helped me efficiently prioritize my work and ensure that all tasks were completed in a timely manner.

Situational Questions

• 3. Imagine a patient's family member is requesting information about their loved one's condition. You have not received clearance from the medical team to disclose this information. How would you handle this situation?
  Answer: I would politely explain to the family member that I am not authorized to disclose any information without clearance from the medical team. I would then inform the medical team of the family member's request and ask for their guidance on how to proceed. It is important to follow proper procedures and maintain patient confidentiality at all times.
• 4. How would you handle a situation where a physician or nurse is requesting a patient's chart or medical records, but you are unable to locate it in the system?
  Answer: In this situation, I would apologize for the inconvenience and inform the physician or nurse that I will work to locate the chart as soon as possible. I would then double-check the system and any physical records to ensure the chart was not misfiled. If it cannot be found, I would ask for assistance from my supervisor or another colleague. It is important to communicate proactively and take the necessary steps to resolve the issue in a timely manner.

Technical Questions

• 5. In your opinion, what is the most important skill for a unit secretary to have?
  Answer: In addition to good organizational and communication skills, I believe being proficient in medical terminology and knowledge of medical codes is crucial for a unit secretary. It helps with understanding and accurately documenting medical information and communicating effectively with the medical team.
• 6. How do you stay updated on current medical terminology and codes?
  Answer: I make it a priority to regularly attend training sessions and workshops, read industry publications, and participate in online courses or webinars. I also make sure to communicate with colleagues and keep up with updates from our medical coding software.

Cultural Fit Questions

• 7. How do you handle conflicts or disagreements with colleagues or superiors?
  Answer: I believe in open and respectful communication. If there is a disagreement, I would approach the individual privately and try to understand their perspective. I would then calmly express my own perspective and work towards finding a mutually agreeable solution. I always strive to maintain a positive and professional relationship with all my colleagues.
• 8. What motivates you to do your best work as a unit secretary?
  Answer: I am motivated by the opportunity to support and aid in the care of patients. It gives me a sense of purpose and fulfillment to contribute to the smooth operation of a healthcare facility and to make a difference in the lives of patients.

Additional Questions

• 9. What experience do you have with electronic medical records (EMR) systems?
  Answer: I have extensive experience in using various EMR systems such as Epic, Cerner, and Meditech. I am comfortable navigating through different modules, entering and retrieving data, and generating reports.
• 10. How do you prioritize and manage your workload during busy periods?
  Answer: I prioritize tasks based on urgency and importance, and I use tools like to-do lists and calendars to keep track of my responsibilities. I also communicate with my team to delegate tasks and ensure that we are all working together efficiently.
• 11. Can you give an example of when you had to handle confidential or sensitive information?
  Answer: In my previous role, I regularly handled confidential medical information and maintained strict confidentiality at all times. I always followed HIPAA guidelines and ensured that only authorized individuals had access to sensitive information.
• 12. How do you handle a situation where a patient is irate or unhappy with their care?
  Answer: In these situations, I remain calm and empathetic towards the patient. I listen attentively to their concerns and try to address them to the best of my ability. If necessary, I would bring in the appropriate medical staff to help resolve the issue and ensure the patient receives the care they need.
• 13. How do you handle a high-stress situation, such as an emergency code procedure?
  Answer: I have experience in handling emergency codes, and I prioritize following proper protocols and communicating clearly and efficiently. I maintain a calm demeanor and focus on performing my duties efficiently to support the medical team during the emergency.
• 14. Can you give an example of a time when you successfully multitasked as a unit secretary?
  Answer: In a previous role, I was responsible for managing phone calls, scheduling appointments, and assisting patients in person while also completing my administrative tasks. I maintained a schedule and prioritized tasks while also being able to switch between tasks smoothly as needed.
• 15. How do you handle a situation where you make a mistake in documentation?
  Answer: I immediately bring any mistakes I find to the attention of my supervisor or the appropriate staff. I make sure to correct the mistake as soon as possible and take steps to ensure it does not happen again in the future.
• 16. How comfortable are you with using technology and learning new systems?
  Answer: I am very comfortable using technology and have a proven ability to quickly learn and adapt to new systems. I am always open to new learning opportunities and am confident in my ability to effectively use technology to support my role as a unit secretary.
• 17. Can you give an example of a time when you had to deal with a difficult or demanding patient or family member?
  Answer: In my previous role, I had a patient's family member who was very anxious and constantly demanded updates about their loved one. I made sure to remain calm and compassionate, actively listened to their concerns, and provided them with regular updates as much as possible. I also ensured that they felt heard and supported during their difficult time.
• 18. How do you prioritize maintaining patient confidentiality while also fulfilling your duties as a unit secretary?
  Answer: I understand the importance of maintaining patient confidentiality and always prioritize this in my duties as a unit secretary. I make sure to follow all policies and procedures, only access information that is necessary for my role, and communicate with the appropriate parties when handling sensitive information.
• 19. Can you give an example of a time when you had to handle a conflict between two staff members in the workplace?
  Answer: In my previous role, there was a disagreement between a physician and a nurse regarding a patient's care. I acted as a mediator and facilitated a calm and respectful discussion between both parties to resolve the conflict. I made sure to communicate effectively and find a mutually agreeable solution.
• 20. How do you handle working under pressure or tight deadlines?
  Answer: I find that I work well under pressure and tight deadlines, and I am able to maintain a calm and organized approach to my tasks. I prioritize time management and effective communication to ensure that deadlines are met and tasks are completed accurately and efficiently.