Unit Secretary

Summary

The Unit Secretary coordinates the flow of patient activity and information within the unit/clinic in accordance with hospital policies and procedures. Working under the direction of the Clinical Manager or designee, this role performs a wide range of clerical duties and supports the healthcare team.

This position requires strong interpersonal and organizational skills to promote high-quality patient care.

All employees are expected to role model Brown University Health’s core values:

• Compassion
• Accountability
• Respect
• Excellence

Employees must also demonstrate key Success Factors:

• Instill Trust and Value Differences
• Patient and Community Focus
• Collaborate

Responsibilities

Administrative & Clerical Duties

• Organize and prioritize workload based on patient and unit needs
• Assemble patient charts for admission and disassemble for discharge
• Maintain accurate medical records and file reports appropriately
• Order, stock, and maintain office supplies and filing systems (A–Z file)
• Obtain and process copies of medical records as needed
• Perform all aspects of the Unit Secretary role accurately, including coding, documentation, and reporting

Communication

• Answer phones and intercom professionally; route information to appropriate staff
• Page physicians and staff using hospital paging systems
• Communicate effectively with team members to support patient care

Computer & Systems Use

• Accurately enter, verify, and retrieve data using hospital systems (e.g., Patient Links, Nurse Links, Bed Board, MAK MAR, Carevue)
• Generate reports and track patient information
• Report system or equipment malfunctions to the help desk
• Perform IS downtime procedures when necessary

Order Management

• Enter and process verbal physician orders within scope:
  • Dietary, lab, diagnostic x-ray, admission, transfer, and service changes
• Enter nursing orders according to protocol
• Transcribe handwritten physician and chemotherapy orders per hospital guidelines
• Fax medication orders to pharmacy and route others appropriately

Patient Coordination

• Arrange equipment delivery and follow up on diagnostic testing
• Document scheduled tests, preparations, and dietary restrictions (NPO, trays on hold)
• Coordinate follow-up appointments and Continuity of Care documentation
• Fax required documentation to Home Care Services when needed

Compliance & Safety

• Adhere to all hospital policies, including:
  • HIPAA and confidentiality
  • Infection control and safety standards
  • Attendance and professional conduct
• Promote a safe patient environment and report unsafe conditions
• Maintain required competencies and complete mandatory education

Continuous Improvement

• Participate in identifying cost-saving measures and workflow improvements
• Attend education sessions and engage in professional development

Additional Duties

• Perform other related duties as assigned

Minimum Qualifications

Education & Knowledge

• High School Diploma or GED required
• Basic computer skills required
• Knowledge of medical terminology preferred
• Ability to read, write, and speak English clearly

Skills & Abilities

• Strong interpersonal and communication skills
• Ability to multitask and manage complex clerical responsibilities
• Understanding of patient care needs across the lifespan, including cultural and developmental considerations

Experience

• Prior related experience preferred

Work Environment & Physical Requirements

• Exposure to a clinical patient care environment
• Requires frequent standing, walking, and sitting

Supervisory Responsibility

• None

Pay Range

Location

Rhode Island Hospital - 593 Eddy Street Providence, Rhode Island 02903

Work Type

32 hours per week every other weekend/holiday

Work Shift

Evening

Driving Required

No

Union

International Brotherhood Teamsters

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.