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 performs a wide range of clerical duties and supports the healthcare team. This position requires strong interpersonal and organizational skills to promote high-quality patient care. All employees are expected to role model Brown University Health’s core values: Compassion Accountability Respect Excellence Employees must also demonstrate key Success Factors: Instill Trust and Value Differences Patient and Community Focus Collaborate Responsibilities Administrative & Clerical Duties Organize and prioritize workload based on patient and unit needs Assemble patient charts for admission and disassemble for discharge Maintain accurate medical records and file reports appropriately Order, stock, and maintain office supplies and filing systems (A–Z file) Obtain and process copies of medical records as needed Perform all aspects of the Unit Secretary role accurately, including coding, documentation, and reporting Communication Answer phones and intercom professionally; route information to appropriate staff Page physicians and staff using hospital paging systems Communicate effectively with team members to support patient care Computer & Systems Use Accurately enter, verify, and retrieve data using hospital systems (e.g., Patient Links, Nurse Links, Bed Board, MAK MAR, Carevue) Generate reports and track patient information Report system or equipment malfunctions to the help desk Perform IS downtime procedures when necessary Order Management Enter and process verbal physician orders within scope: Dietary, lab, diagnostic x-ray, admission, transfer, and service changes Enter nursing orders according to protocol Transcribe handwritten physician and chemotherapy orders per hospital guidelines Fax medication orders to pharmacy and route others appropriately Patient Coordination Arrange equipment delivery and follow up on diagnostic testing Document scheduled tests, preparations, and dietary restrictions (NPO, trays on hold) Coordinate follow-up appointments and Continuity of Care documentation Fax required documentation to Home Care Services when needed Compliance & Safety Adhere to all hospital policies, including: HIPAA and confidentiality Infection control and safety standards Attendance and professional conduct Promote a safe patient environment and report unsafe conditions Maintain required competencies and complete mandatory education Continuous Improvement Participate in identifying cost-saving measures and workflow improvements Attend education sessions and engage in professional development Additional Duties Perform other related duties as assigned Minimum Qualifications Education & Knowledge High School Diploma or GED required Basic computer skills required Knowledge of medical terminology preferred Ability to read, write, and speak English clearly Skills & Abilities Strong interpersonal and communication skills Ability to multitask and manage complex clerical responsibilities Understanding of patient care needs across the lifespan, including cultural and developmental considerations Experience Prior related experience preferred Work Environment & Physical Requirements Exposure to a clinical patient care environment Requires frequent standing, walking, and 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: 32 hours per week every other weekend/holiday Work Shift: Evening Driving Required: No Union: International Brotherhood Teamsters