MICU Unit Secretary

Summary

The Unit Secretary coordinates the flow of patient activity and information within the unit or clinic in accordance with established 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.

Success in this position requires strong interpersonal and organizational skills that contribute to high-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 core success factors:

• Instill trust and value differences
• Focus on patients and the community
• Collaborate effectively

Key Responsibilities

Administrative & Clerical Support

• Coordinate patient activity and information flow within the unit/clinic
• Organize and prioritize workload based on patient and operational needs
• Assemble admission charts and disassemble discharge charts per guidelines
• File reports accurately and maintain medical records
• Order and maintain office supplies and A–Z filing system

Communication & Coordination

• Answer phones and intercom using professional etiquette
• Notify appropriate staff of communications and updates
• Page physicians and staff via hospital systems (alpha paging, operator, emergency codes)
• Arrange follow-up appointments and document in Continuity of Care forms

Medical Records & Documentation

• Transcribe physicians’ handwritten orders
• Enter verbal and protocol-based orders within scope of role
• Fax orders to pharmacy and route documents to appropriate departments
• Process and file Protected Health Information requests and incoming faxes
• Obtain and distribute medical record copies as needed

Systems & Technology

• Accurately utilize hospital systems (e.g., Patient Links, Nurse Links, Bed Board, MAK MAR, Carevue)
• Enter and verify orders, retrieve data, and generate reports
• Report equipment or system malfunctions to the help desk
• Perform IS downtime procedures as required

Patient Care Coordination

• Track and document diagnostic testing and scheduling
• Ensure preparation instructions (e.g., NPO status, tray holds) are followed
• Arrange equipment delivery as needed
• Support continuity of care documentation and coordination

Compliance & Safety

• Adhere to hospital policies including HIPAA, safety, infection control, and credentialing
• Promote a safe environment and report unsafe conditions
• Maintain attendance, badging, and mandatory training requirements
• Participate in required education and competency assessments

Additional Duties

• Support cost-saving initiatives and workflow improvements
• Perform all aspects of the Unit Secretary role, including coding, patient status updates, and consult coordination
• Perform other duties as assigned

Minimum Qualifications

Education & Knowledge

• High school diploma or GED required
• Basic computer skills required
• Medical terminology knowledge preferred

Skills & Abilities

• Strong interpersonal and communication skills
• Ability to multitask and manage complex clerical responsibilities
• Ability to read, write, and speak English clearly
• Understanding of patient care across the lifespan, including cultural and developmental considerations

Experience

• Previous experience preferred

Work Environment

• Exposure to a standard patient care environment
• Requires frequent standing, walking, and sitting

Supervisory Responsibility

• None