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 supports the healthcare team by performing a variety of clerical and administrative duties.

The Unit Secretary must demonstrate strong interpersonal and organizational skills to support quality patient care.

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

• Compassion
• Accountability
• Respect
• Excellence

Additionally, employees are expected to demonstrate the following Success Factors:

• Instill Trust and Value Differences
• Patient & Community Focus
• Collaboration

Key Responsibilities

Administrative & Clerical Functions

• Coordinate and prioritize workload based on patient and unit needs
• Assemble admission charts and disassemble discharge charts per guidelines
• Maintain accurate and organized medical records
• File reports and documentation accurately in patient charts
• Answer phones and intercom professionally; route communications appropriately
• Order and maintain office supplies and A–Z files
• Arrange equipment delivery as needed

Computer & Systems Use

• Utilize hospital systems to:

  • Enter and verify orders
  • Retrieve patient data
  • Generate reports

• Use systems such as:

  • Patient Links
  • Nurse Links
  • Bed Board
  • MAK MAR
  • Carevue

• Report equipment or system malfunctions to the help desk

• Perform downtime procedures as required

Order Entry & Transcription

• Enter and process physician verbal orders within role scope:

  • Dietary, lab, and diagnostic X-ray orders
  • Admission, transfer, and status changes

• Enter protocol-based nursing orders

• Transcribe handwritten physician orders, including chemotherapy orders per protocol

• Fax medication orders to pharmacy and distribute orders to appropriate departments

Patient Coordination & Communication

• Schedule diagnostic tests and document in system
• Ensure preparation instructions are followed (e.g., NPO status)
• Arrange follow-up appointments and document in Continuity of Care forms
• Coordinate and distribute Continuity of Care documentation
• Fax required documentation to Home Care Services and external providers
• Obtain medical record copies as needed
• Page physicians and staff using hospital systems

Safety & Compliance

• Promote a safe care environment and report unsafe conditions
• Maintain confidentiality and adhere to HIPAA guidelines
• Follow all hospital policies including infection control and safety procedures
• Participate in mandatory training, competency assessments, and education

Additional Duties

• Assist with cost-saving initiatives and workflow improvements
• Support team-based problem-solving efforts
• Perform other duties as assigned

Minimum Qualifications

Education

• High School Diploma or GED required

Skills & Knowledge

• Strong interpersonal and communication skills
• Ability to multitask and prioritize workload
• Basic computer proficiency
• Knowledge of medical terminology (preferred)
• Ability to read, write, and speak English clearly

Patient Care Competency

• Demonstrates understanding of care needs across all life stages

• Applies knowledge of:

  • Human development
  • Aging processes
  • Cultural considerations

Experience

• Prior experience preferred

Work Environment & Physical Requirements

• Exposure to a standard patient care environment

• Requires frequent:

  • Standing
  • Walking
  • Sitting

Supervisory Responsibility

• None

Pay Range

Location

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

Work Type

7a-3:30p; EOW/EOH

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.