Unit Secretary

Brown Medicine•Providence, RI

3d•$18 - $28•Onsite

About The Position

Under the general supervision of the Nurse Manager, the Unit Secretary performs clerical and administrative support duties and coordinates and documents patient activity and information from admission through discharge or transfer. The role supports communications and information flow among unit staff, hospital personnel, physicians, patients, and visitors; maintains patient information and medical records; and provides administrative support for unit operations, staffing, supplies, quality activities, and patient discharges. The position is based at The Miriam Hospital in Providence, Rhode Island, and is scheduled for 20 hours per week from 11:00 p.m. to 7:30 a.m., including every other weekend and holiday. Employees are expected to model Brown University Health’s values of Compassion, Accountability, Respect, and Excellence, as well as its core Success Factors: Instill Trust and Value Differences; Patient and Community Focus and Collaborate.

Requirements

Education equivalent to a high school diploma.
Proficient computer skills for entering and maintaining patient data and generating required reports.
Ability to organize, prioritize, and perform multiple tasks efficiently.
Ability to speak, read, and write English clearly.
Work schedule is 20 hours per week, 11:00 p.m. to 7:30 a.m., with every other weekend and holiday.
Ability to sit, stand, and walk intermittently throughout the day; may be required to lift up to 20 pounds.

Nice To Haves

Knowledge of medical terminology.
Six months of clerical experience in a healthcare environment is strongly preferred.

Responsibilities

Communicate clearly, concisely, and promptly with unit staff, hospital personnel, physicians, patients, and visitors.
Greet patients and visitors professionally, courteously, and helpfully; recognize consumer dissatisfaction and resolve concerns or refer them appropriately.
Identify and report unauthorized personnel.
Answer the telephone promptly and courteously; accurately receive, record, and communicate messages; transfer calls and page staff accurately.
Answer patients’ call buttons, page the appropriate staff member, and follow up on unanswered pages.
Enter and update patient information in the computer system, including height and weight, isolation status, patient type, patient activity, and charges.
Follow Physician Order Management policies and procedures and clinical informatics downtime procedures for entering data into patient electronic profiles.
Obtain missing patient data from other units or outside facilities as needed and maintain the integrity of medical records.
Complete the Medical Record Review Checklist daily and upon discharge.
Order and maintain unit forms, dietary supplies, educational materials, and office supplies; maintain order and cleanliness at the desk; follow up on purchase requisitions; and anticipate storeroom supply needs before evening and night shifts.
Ensure dietary orders are current each morning between 3:00 a.m. and 4:00 a.m.
Manage automatically prepared reports, including GENESIS, Glumeter, and rounds reports.
Work with nursing staff and case managers to enter discharge dispositions and destinations, fax paperwork to external agencies, and prepare documentation for patients discharged to rehabilitation centers or nursing homes.
Assist the Nurse Manager with monitoring staff educational records and compliance with mandatory testing, training, certifications, and annual health screenings, including PPD and fit testing.
Complete weekly nursing-unit staff projections and, as assigned, the unit secretary schedule to ensure an even distribution of secretarial resources.
Participate in unit staff meetings and record meeting minutes; maintain posted unit communications, prepare staff memorandums, and update policy manuals as required.
Support the unit in meeting hospital and unit quality indicators; assist with distributing and collecting quality audits and follow unit processes for indicator data collection.
Conduct monthly Environment of Care Rounds, report findings, and follow through with work orders, calls, and faxes to appropriate departments to resolve issues.
Resolve issues that can be addressed at the unit level.
Enter patient charges accurately, review and reconcile charges daily, and report variances to the manager.
Perform general filing, copying, faxing, and other clerical and administrative duties as requested.