Unit Secretary

SUMMARY

Coordinates the flow of patient activity and information on the unit/clinic, based on currently approved hospital policies and procedures.

Functions as a member of the Health Care Team under the direction of the Clinical Manager or designee to perform a variety of clerical duties. The Unit Secretary is responsible for demonstrating strong interpersonal and clerical skills that promote quality patient care.

Brown University Health employees are expected to model the organization’s values of Compassion, Accountability, Respect, and Excellence, which guide everyday actions with patients, customers, and colleagues.

In addition to these values, all employees are expected to demonstrate core Success Factors that define how work is accomplished:

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

RESPONSIBILITIES

• Exhibits appropriate use of medical terminology and abbreviations

• Works as part of a team to identify cost-saving measures in unit/clinic operations and patient care delivery

• Organizes and prioritizes workload based on patient and unit/clinic needs

• Assembles charts for admission and disassembles charts for discharge according to hospital guidelines

• Accurately files reports in charts and maintains medical records

• Answers phones and intercom using proper etiquette and notifies appropriate staff

• Utilizes hospital computer systems to:

  • Enter and verify orders
  • Retrieve data and generate reports
  • Report equipment and system malfunctions to the help desk

• Accurately uses systems such as Patient Links, Nurse Links, Bed Board, MAK MAR, Carevue, and any additional systems required

Order Processing Duties:

• Enters verbal physician orders within scope, including:

  • Dietary, lab, and radiology (diagnostic x-rays only)
  • Admission status, transfers, physician/service changes

• Enters nursing orders based on protocol or existing physician orders

• Transcribes handwritten physician and chemotherapy orders according to hospital protocol

• Faxes medication orders to pharmacy and routes other orders to appropriate departments

Administrative & Coordination Duties:

• Arranges delivery of necessary equipment

• Schedules and tracks diagnostic tests; documents in system including prep instructions (e.g., NPO status)

• Orders and maintains office supplies and A–Z files

• Handles faxing of medical documentation, including:

  • Authorization for Use of Protected Health Information
  • Other required patient forms

• Receives and files incoming documents into patient records

Patient Care Coordination:

• Arranges follow-up appointments and documents on Continuity of Care forms

• Coordinates and distributes Continuity of Care documentation:

  • Fax to Home Care Services when applicable
  • File in medical record
  • Print from Life Links as needed

• Obtains copies of medical records when required

Compliance, Safety, and Communication:

• Reports unsafe situations to the Professional Nurse or Clinical Manager

• Promotes safety on the unit

• Adheres to all hospital/unit standards and policies, including:

  • Attendance and punctuality
  • Safety, infection control, and fire procedures
  • HIPAA and confidentiality
  • Mandatory education and credentialing requirements

Additional Duties:

• Pages physicians and staff using hospital paging systems and emergency operator

• Performs all aspects of the Unit Secretary role, including:

  • Patient type codes
  • Discharge disposition codes
  • Patient status updates
  • Service charges
  • Consult coordination
  • Dietary rounds report updates

• Understands and performs I.S. downtime procedures

• Participates in ongoing education and competency assessments

• Performs other duties as assigned

MINIMUM QUALIFICATIONS

Basic Knowledge

• High school diploma or General Equivalency Diploma (GED)

• Effective interpersonal communication skills

• Ability to multitask and manage complex clerical duties

• Basic computer skills required

• Basic knowledge of medical terminology preferred

• Ability to read, write legibly, and speak English

• Demonstrates knowledge and skills to provide care across the lifespan, considering:

  • Aging processes
  • Developmental stages
  • Cultural differences

Experience

• Preferred

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

• Exposure to a standard patient care environment
• Frequent standing, walking, and sitting

SUPERVISORY RESPONSIBILITY

• None

Pay Range

$21.09-$22.04

Location

593 Eddy Street - Main - N/A Providence, Rhode Island 02903

Work Type

M-F

Work Shift

Day

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.