Unit Secretary

Summary Under the general supervision of the Nurse Manager, the Unit Secretary performs a variety of clerical and administrative support duties. This role coordinates and documents the flow of patient activity and information from admission through discharge or transfer. All employees are expected to model Brown University Health’s core values: Compassion Accountability Respect Excellence Employees must also demonstrate the following Success Factors: Instill trust and value differences Focus on patients and community Collaborate effectively Key Responsibilities Communication & Customer Service Communicate clearly and professionally with patients, visitors, physicians, and hospital staff Greet patients and visitors in a courteous and helpful manner Identify and address customer concerns, escalating when appropriate Monitor and report unauthorized personnel Answer telephone calls promptly and accurately, relay messages, and transfer calls as needed Respond to patient call buttons and ensure follow-up on unanswered pages Patient Information & Data Entry Enter and maintain patient information in the system, including: Height and weight Isolation status Patient type and activity Charge entries Follow all Physician Order Management and clinical informatics downtime procedures Obtain missing patient information from internal or external sources Medical Record Management Maintain the integrity and accuracy of medical records Complete required Medical Record Review Checklists Ensure all documentation is complete and properly filed Unit Operations & Supply Management Order and maintain forms, office supplies, dietary items, and patient education materials Keep work areas clean and organized Monitor purchase requisitions and anticipate supply needs for all shifts Ensure dietary orders are accurate daily (between 3:00 AM – 4:00 AM) Reporting & Coordination Manage automated reports (e.g., GENESIS, Glucometer, rounds reports) Assist with discharge planning: Enter discharge details in the system Prepare and send required documentation to external facilities Coordinate paperwork for rehabilitation or nursing home placements Staff & Administrative Support Assist Nurse Manager with tracking staff education, certifications, and compliance requirements Maintain records for mandatory training, health screenings, and certifications Prepare weekly staffing projections and maintain unit secretary schedules Meetings & Communication Participate in unit meetings and record meeting minutes Maintain and update unit communications and policy manuals Quality & Compliance Support quality improvement initiatives and unit performance goals Distribute, collect, and track quality audits Conduct monthly Environment of Care rounds, report findings, and follow up on issues Submit work orders and coordinate issue resolution Billing & Financial Accuracy Enter patient charges accurately to ensure proper revenue generation Reconcile charges daily and report discrepancies General Administrative Duties Perform filing, copying, faxing, and other clerical tasks as needed Provide additional administrative support as assigned Minimum Qualifications Education & Skills High school diploma or equivalent Strong computer skills with the ability to manage patient data and generate reports Knowledge of medical terminology preferred Ability to prioritize, multitask, and work efficiently in a fast-paced environment Strong written and verbal communication skills in English Experience At least six months of clerical experience in a healthcare setting strongly preferred Work Environment & Physical Requirements Combination of sitting, standing, and walking throughout the day Work in a patient care environment Ability to lift up to 20 pounds Supervisory Responsibility None Pay Range: $18.04-$28.46 EEO Statement: Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment. Location: The Miriam Hospital - 164 Summit Ave Providence, Rhode Island 02906 Work Type: 3p-11:30p EOW/EOH Work Shift: Evening Daily Hours: 8 hours Driving Required: No