Unit Secretary

SUMMARY

Coordinates the flow of patient activity and information on the unit or clinic in accordance with hospital-approved policies and procedures. 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 is responsible for strong interpersonal and clerical skills that promote quality patient care.

Brown University Health employees are expected to role model the organization’s values of Compassion, Accountability, Respect, and Excellence, which guide everyday actions with patients, customers, and colleagues.

In addition, all employees are expected to demonstrate the organization’s core Success Factors, which define how we work together and achieve results:

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

RESPONSIBILITIES

Administrative and Clerical Functions

• Use appropriate medical terminology and abbreviations.
• Organize and prioritize workload based on patient and unit/clinic needs.
• Assemble admission charts and disassemble discharge charts per hospital guidelines.
• Accurately file reports and maintain medical records.
• Answer phones and intercoms using proper etiquette; notify appropriate staff as needed.
• Order and maintain office supplies and stock the A–Z file.
• Obtain copies of medical records as indicated.

Computer Systems and Order Entry

• Utilize hospital computer systems accurately to enter, verify, retrieve, and report data.
• Accurately use Patient Links, Nurse Links, Bed Board, MAK MAR, CareVue, and any new systems required for the role.
• Enter verbal orders from physicians within scope, including:
  • Dietary orders
  • Laboratory orders
  • Radiology orders (diagnostic X-rays only)
  • Admission status, transfer, provider, and service changes
• Enter verbal nursing orders as permitted by protocol or existing physician orders.
• Transcribe handwritten physician orders and handwritten chemotherapy orders per hospital protocol.
• Fax medication orders to pharmacy and enter remaining orders into appropriate departments.
• Report computer and equipment malfunctions to the Help Desk.
• Understand and perform appropriate I.S. downtime procedures.

Patient Coordination and Follow-Up

• Arrange delivery of necessary equipment.
• Follow up on ordered diagnostic tests and document scheduling details, including required preparations.
• Hold trays or initiate NPO status when appropriate.
• Arrange follow-up appointments and document on the Continuity of Care form.
• Coordinate and distribute Continuity of Care documentation, including faxing to Home Care Services when indicated and filing in the medical record.
• Print forms from Life Links as needed.

Communication, Safety, and Compliance

• Page physicians and staff via hospital paging systems, alpha paging, emergency operator, and code paging when necessary.
• Identify cost-saving opportunities in unit/clinic operations and patient care delivery; support process improvement initiatives.
• Report unsafe situations to the Professional Nurse or Clinical Manager.
• Promote safety on the unit.
• Adhere to established hospital and unit standards, including policies related to attendance, badging, mandatory education, fire safety, infection control, credentialing, HIPAA, and confidentiality.

Education and Professional Development

• Attend required education sessions and access the Patient Services website.

• Maintain competencies through annual mandatory competency validation and mandatory/safety education.

• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

Basic Knowledge

• High school diploma or General Equivalency Diploma (GED).
• Effective interpersonal communication skills.
• Ability to multitask and manage a variety of complex clerical responsibilities.
• Basic computer proficiency required.
• Basic knowledge of medical terminology preferred.
• Ability to read, write legibly, and speak English.
• Demonstrated knowledge and skills necessary to support patient care across the lifespan, with consideration of aging processes, developmental stages, and cultural patterns in care delivery.

Experience

• Preferred.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

• Typical patient-care environment.
• Requires frequent standing, walking, and sitting.

SUPERVISORY RESPONSIBILITY

• None