Unit Secretary

Summary

Coordinates the flow of patient activity and information on the unit/clinic, based on currently approved policies and procedures recognized by the Hospital. Functions as a member of the Health Care Team under the direction of Clinical Manager or designee to perform a variety of clerical duties. The Unit Secretary is responsible for good interpersonal and clerical skills, which promote quality patient care.

Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:

• Instill Trust and Value Differences
• Patient and Community Focus and Collaborate

Responsibilities

• Exhibits appropriate use of medical terms and abbreviations.
• Works as a member of the team to identify cost saving measures in unit/clinic operations and patient care delivery to solve work process problems and create new work methods.
• Organizes, prioritizes workload based on patient, unit/clinic needs.
• Assembles charts for admission and disassembles charts for discharge according to hospital guidelines.
• Files reports in charts accurately and maintains medical record.
• Answers phones and intercom, using phone and intercom etiquette, and notifies appropriate staff.
• Utilizes hospital computer systems accurately, to enter orders, verify orders, retrieve data and generate reports.
• Reports computer and equipment malfunctions to the help desk.
• Accurately uses all computer systems, Patient Links, Nurse Links, Bed Board, MAK MAR, Carevue and/or any new systems necessary to carry out the US role.
• Enters verbal orders from physicians in the computer system within the limits of the US role which includes:
  • Dietary orders
  • Lab orders
  • Radiology orders (restricted to diagnostic x-rays only)
  • Admit status orders
  • Transfer orders
  • Change of doctor and hospital service orders
• Enters verbal orders from nursing restricted to those orders based on a protocol or covered by a previously entered physician’s order.
• Transcribes doctor’s handwritten orders.
• Faxes orders to pharmacy for medication entry, and enters all other orders into appropriate departments.
• Transcribes handwritten chemotherapy orders according to the hospital protocol.
• Arranges for necessary equipment delivery as needed.
• Follows up on diagnostic tests ordered and documents booking in the computer under “Date/Time Scheduled Tests,” including any required preparations and holds trays or makes NPO accordingly.
• Orders stationary and office supplies as appropriate.
• Maintains and stocks the A-Z file.
• Faxes completed “Authorization for Use of Protected Health Information” form to other health care providers; receives faxed information and files in the patient’s record.
• Faxes other forms as needed.
• Takes responsibility for educational updates by attending education sessions and accessing the “Patient Services” website.
• Meets and maintains competencies measured by annual mandatory competency check and mandatory/safety education.
• Reports unsafe situations to the Professional Nurse or to the Clinical Manager.
• Promotes safety on the unit.
• Adheres to established RIH/Unit standards, policies and procedures (absenteeism, tardiness, badging, mandatory education, fire, safety, infection control and credentialing, HIPAA, and confidentiality guidelines).
• Pages physicians and others via the hospital page system, computer alpha paging, and the hospital emergency operator to page codes.
• Arranges follow up appointments and documents on patient’s Continuity of Care form.
• Coordinates Continuity of Care form copies accordingly.
  • Faxes to Home Care Services when indicated.
  • Files copies in medical record.
  • Prints copies from “Life Links” if necessary.
• Obtains copies of medical records as indicated.
• Performs all aspects of the US role accurately, including but not restricted to:
  • Patient types codes
  • Discharge disposition codes
  • Observation and inpatient status
  • Patient services charges
  • Calls consults when indicated
  • Updates dietary rounds reports
• Understands and is able to perform appropriate I.S. downtime procedures.
• Performs other duties as assigned.

Minimum Qualifications

Basic Knowledge

• High school graduate or General Equivalency Diploma.
• Effective interpersonal communications skills.
• Able to multi-task in order to perform a variety of complex clerical duties.
• Basic computer skills required.
• Basic knowledge of medical terminology preferred.
• Read, write legibly and speak English.
• Demonstrates knowledge and skills necessary to provide care to patients throughout the life span with consideration of aging processes, human development stages and cultural patterns in each step of the care process.

Experience

• Preferred

Work Environment and Physical Requirements

• Exposed to normal patient care environment with frequent standing, walking, and sitting.

Supervisory Responsibility

• None