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: - 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: 7a-3:30p; EOW/EOH Work Shift: Day Driving Required: No Union: International Brotherhood Teamsters