Unit Secretary

Brown Medicine•Cranston, RI

1d•Onsite

About The Position

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 supports the healthcare team by performing a variety of clerical and administrative duties. The Unit Secretary must demonstrate strong interpersonal and organizational skills to support quality patient care. All employees are expected to model Brown University Health’s core values: Compassion Accountability Respect Excellence Additionally, employees are expected to demonstrate the following Success Factors: Instill Trust and Value Differences Patient & Community Focus Collaboration

Requirements

High School Diploma or GED required
Strong interpersonal and communication skills
Ability to multitask and prioritize workload
Basic computer proficiency
Ability to read, write, and speak English clearly
Demonstrates understanding of care needs across all life stages
Applies knowledge of: Human development, Aging processes, Cultural considerations
Prior experience preferred

Nice To Haves

Knowledge of medical terminology

Responsibilities

Coordinate and prioritize workload based on patient and unit needs
Assemble admission charts and disassemble discharge charts per guidelines
Maintain accurate and organized medical records
File reports and documentation accurately in patient charts
Answer phones and intercom professionally; route communications appropriately
Order and maintain office supplies and A–Z files
Arrange equipment delivery as needed
Utilize hospital systems to: Enter and verify orders, Retrieve patient data, Generate reports
Use systems such as: Patient Links, Nurse Links, Bed Board, MAK, MAR, Carevue
Report equipment or system malfunctions to the help desk
Perform downtime procedures as required
Enter and process physician verbal orders within role scope: Dietary, lab, and diagnostic X-ray orders, Admission, transfer, and status changes, Enter protocol-based nursing orders
Transcribe handwritten physician orders, including chemotherapy orders per protocol
Fax medication orders to pharmacy and distribute orders to appropriate departments
Schedule diagnostic tests and document in system
Ensure preparation instructions are followed (e.g., NPO status)
Arrange follow-up appointments and document in Continuity of Care forms
Coordinate and distribute Continuity of Care documentation
Fax required documentation to Home Care Services and external providers
Obtain medical record copies as needed
Page physicians and staff using hospital systems
Promote a safe care environment and report unsafe conditions
Maintain confidentiality and adhere to HIPAA guidelines
Follow all hospital policies including infection control and safety procedures
Participate in mandatory training, competency assessments, and education
Assist with cost-saving initiatives and workflow improvements
Support team-based problem-solving efforts
Perform other duties as assigned