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