Unit Secretary

SUMMARY The Unit Secretary coordinates the flow of patient activity and information within the unit/clinic in accordance with approved hospital policies and procedures. This role functions as a member of the Health Care Team under the direction of the Clinical Manager (or designee), performing a variety of clerical and administrative duties. The Unit Secretary must demonstrate strong interpersonal and clerical skills that support high-quality patient care. All Brown University Health employees are expected to model the organization’s core values: Compassion Accountability Respect Excellence Employees are also expected to demonstrate the core Success Factors: Instill Trust and Value Differences Patient and Community Focus Collaborate RESPONSIBILITIES Clerical & Administrative Functions Organize and prioritize workload based on patient and unit/clinic needs Assemble admission charts and disassemble discharge charts per hospital guidelines Maintain accurate and complete patient medical records File reports in charts and manage documentation efficiently Order and maintain office supplies and unit files (e.g., A–Z file) Arrange for equipment delivery as needed Communication & Coordination Answer phones and intercom using proper etiquette; notify appropriate staff Page physicians and staff using hospital paging systems Communicate effectively with clinical staff to ensure smooth unit operations Coordinate continuity of care documentation and distribution Computer & Data Entry Accurately use hospital systems (e.g., Patient Links, Nurse Links, Bed Board, MAK MAR, Carevue) Enter, verify, and retrieve patient data and physician orders Generate reports and maintain data accuracy Report system or equipment malfunctions to the help desk Perform downtime procedures when necessary Order Processing & Documentation Enter verbal physician orders within role limitations, including: Dietary, lab, and diagnostic x-ray orders Admission, transfer, and status changes Physician/service updates Enter protocol-based nursing orders Transcribe handwritten physician orders, including chemotherapy orders per protocol Fax medication orders to pharmacy and route other orders appropriately Patient Care Coordination Schedule and track diagnostic tests and document appointments Ensure proper patient preparation (e.g., NPO status) Arrange follow-up appointments and maintain continuity of care forms Obtain and manage medical record copies as needed Compliance & Safety Maintain HIPAA confidentiality and adhere to all hospital policies Promote a safe environment and report unsafe conditions Follow infection control, safety, and credentialing guidelines Participate in mandatory education and competency assessments Additional Duties Update dietary rounds reports and service charges Call consults and support patient flow logistics Perform other duties as assigned MINIMUM QUALIFICATIONS Basic Knowledge & Skills High School Diploma or GED required Effective interpersonal and communication skills Ability to multitask in a fast-paced environment Basic computer proficiency Basic medical terminology knowledge preferred Ability to read, write, and speak English clearly Understanding of patient care across the lifespan, including cultural and developmental considerations Experience Prior experience preferred WORK ENVIRONMENT Exposure to a standard patient care environment Requires frequent standing, walking, and sitting SUPERVISORY RESPONSIBILITY None Pay Range: $21.09-$22.04 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: Rhode Island Hospital - 593 Eddy Street Providence, Rhode Island 02903 Work Type: 7am-330pm, every other weekend, every other holiday Work Shift: Day Driving Required: No Union: International Brotherhood Teamsters