Unit Secretary

Summary

Under the general supervision of the Nurse Manager, this role performs a variety of clerical and administrative support duties. The position is responsible for coordinating and documenting the flow of patient activity and information from admission through discharge or transfer.

Employees of Brown University Health are expected to demonstrate the organization’s core values:

• Compassion
• Accountability
• Respect
• Excellence

In addition, all employees are expected to demonstrate the following Success Factors:

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

Key Responsibilities

Communication & Customer Service

• Communicate clearly, concisely, and promptly with staff, physicians, patients, and visitors
• Greet patients and visitors in a professional, courteous, and helpful manner
• Identify and address patient or visitor concerns; escalate when appropriate
• Monitor and report unauthorized personnel

Phone & Paging Support

• Answer telephones promptly and courteously
• Accurately receive, record, and communicate messages
• Transfer calls and page staff as needed
• Respond to patient call buttons and ensure appropriate follow-up

Patient Information & Documentation

• Enter and update patient data in the system, including:

  • Height and weight
  • Isolation status
  • Patient type and activity
  • Charges

• Follow all Physician Order Management and clinical informatics downtime procedures

• Obtain missing patient data from internal or external sources

• Maintain the accuracy and integrity of medical records

• Complete daily Medical Record Review Checklist

Unit Operations & Supply Management

• Order and maintain supplies (forms, dietary items, educational materials, office supplies)
• Ensure desk area is organized and clean
• Monitor purchase requisitions and storeroom inventory
• Anticipate supply needs for evening and night shifts
• Ensure dietary orders are updated daily (3:00 AM – 4:00 AM)

Reporting & Data Management

• Manage reports such as:

  • GENESIS
  • Glucometer reports
  • Rounds reports

Discharge Coordination

• Collaborate with nursing staff and case managers to:

  • Enter discharge disposition and destination information
  • Fax required documentation to external agencies
  • Prepare discharge paperwork for rehab centers or nursing homes

Staff & Administrative Support

• Assist Nurse Manager with:

  • Staff education and compliance tracking (training, certifications, screenings)
  • Weekly staffing projections
  • Unit secretary scheduling

• Participate in staff meetings and record minutes

• Maintain posted communications and distribute memoranda

• Update policy manuals as needed

Quality & Compliance

• Support unit quality initiatives and performance goals

• Assist with quality audits and data collection

• Conduct monthly Environment of Care Rounds:

  • Report findings
  • Coordinate issue resolution with appropriate departments
  • Address unit-level concerns directly

Financial & Clerical Duties

• Enter and reconcile patient charges to ensure accurate revenue
• Report discrepancies to management
• Perform general clerical tasks such as filing, copying, and faxing

Minimum Qualifications

Education & Knowledge

• High school diploma or equivalent
• Proficiency with computer systems for data entry and reporting
• Knowledge of medical terminology (preferred)
• Strong organizational and multitasking skills
• Ability to read, write, and speak English clearly

Experience

• Minimum of 6 months clerical experience in a healthcare setting (strongly preferred)

Work Environment & Physical Requirements

• Alternates between sitting, standing, and walking throughout the day
• Exposure to patient care environment
• May be required to lift up to 20 pounds

Supervisory Responsibility

• None

Pay Range

$18.04-$28.46

Location

The Miriam Hospital - 164 Summit Ave Providence, Rhode Island 02906

Work Type

Every other weekend, every other holiday. 1 -12h 7p-7a shift, 3-8h shifts 11p-7a

Work Shift

Night

Daily Hours

8 and 12 hours

Driving Required

No

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