Unit Secretary

Brown Medicine • Cranston, RI

1d • Onsite

About The Position

Coordinates the flow of patient activity and information on the unit/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 wide range of clerical duties. The Unit Secretary must demonstrate strong interpersonal and clerical skills that support high‑quality patient care. Brown University Health employees are expected to role model the organization’s values of Compassion, Accountability, Respect, and Excellence, which guide our everyday actions with patients, families, customers, and colleagues. In addition to these values, all employees are expected to demonstrate the core Success Factors that define how we work together and achieve results, including: Instill Trust Value Differences Patient and Community Focus Collaborate

Requirements

• Basic Knowledge
• High school diploma or General Equivalency Diploma (GED).
• Effective interpersonal and communication skills.
• Ability to multitask and perform a variety of complex clerical duties.
• Basic computer skills required.
• Ability to read, write legibly, and speak English.
• Demonstrated knowledge and skills to support patients across the lifespan, with awareness of aging processes, human development stages, and cultural considerations.

Nice To Haves

• Basic knowledge of medical terminology preferred.

Responsibilities

• Demonstrates appropriate use of medical terminology and abbreviations.
• Works collaboratively with the health care team to identify cost‑saving measures, improve workflows, and support unit/clinic operations.
• Organizes and prioritizes workload based on patient and unit/clinic needs.
• Assembles patient charts for admission and disassembles charts for discharge in accordance with hospital guidelines.
• Files reports accurately and maintains the medical record.
• Answers phones and intercom using proper etiquette and notifies appropriate staff as needed.
• Utilizes hospital computer systems accurately to enter, verify, and retrieve data and generate reports; reports system or equipment malfunctions to the Help Desk.
• Accurately uses all required computer systems, including but not limited to: Patient Links, Nurse Links, Bed Board, MAK/MAR, CareVue, and any newly implemented systems.
• Enters verbal physician orders within the scope of the Unit Secretary role, including dietary, lab, and diagnostic radiology (x‑ray only) orders, admission status, transfers, changes of provider, and hospital service orders.
• Enters verbal nursing orders that are protocol‑based or covered by previously entered physician orders.
• Transcribes physicians’ handwritten orders; transcribes chemotherapy orders in accordance with hospital protocol.
• Faxes medication orders to the pharmacy for entry and routes all other orders to appropriate departments.
• Arranges delivery of necessary equipment as requested.
• Follows up on diagnostic tests and documents scheduling details in the computer system, including required preparations (e.g., NPO status, tray holds).
• Orders and maintains office and unit supplies, including stocking and maintaining the A–Z file.
• Faxes completed “Authorization for Use of Protected Health Information” forms to other providers; receives and files incoming protected health information appropriately.
• Participates in ongoing education by attending required sessions and accessing the Patient Services website; maintains annual competencies and mandatory education requirements.
• Reports unsafe conditions to the Professional Nurse or Clinical Manager and actively promotes unit safety.
• Adheres to all RIH/unit standards, policies, and procedures, including attendance policies, badging, infection control, HIPAA, confidentiality, safety, and fire regulations.
• Pages physicians and other staff using hospital paging systems, including overhead, alpha paging, and emergency paging when necessary.
• Arranges follow‑up appointments and documents appropriately on the Continuity of Care form.
• Coordinates distribution and filing of Continuity of Care forms, including faxing to Home Care Services when indicated.
• Obtains copies of medical records as needed.
• Performs all aspects of the Unit Secretary role accurately, including patient type codes, discharge disposition codes, observation and inpatient status, patient service charges, consult requests, and dietary rounds updates.
• Demonstrates knowledge of and adherence to Information Systems downtime procedures.
• Performs other duties as assigned.

Benefits

• Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED