Unit Secretary

Summary

Under the general supervision of the Nurse Manager, the Unit Secretary performs a variety of clerical and administrative support duties. This role coordinates and documents the flow of patient activity and information from admission through discharge or transfer.

All employees are expected to model Brown University Health’s core values:

• Compassion
• Accountability
• Respect
• Excellence

Employees must also demonstrate the following Success Factors:

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

Key Responsibilities

Communication & Customer Service

• Communicate clearly and professionally with patients, visitors, physicians, and hospital staff
• Greet patients and visitors in a courteous and helpful manner
• Identify and address customer concerns, escalating when appropriate
• Monitor and report unauthorized personnel
• Answer telephone calls promptly and accurately, relay messages, and transfer calls as needed
• Respond to patient call buttons and ensure follow-up on unanswered pages

Patient Information & Data Entry

• Enter and maintain patient information in the system, including:
  • Height and weight
  • Isolation status
  • Patient type and activity
  • Charge entries
• Follow all Physician Order Management and clinical informatics downtime procedures
• Obtain missing patient information from internal or external sources

Medical Record Management

• Maintain the integrity and accuracy of medical records
• Complete required Medical Record Review Checklists
• Ensure all documentation is complete and properly filed

Unit Operations & Supply Management

• Order and maintain forms, office supplies, dietary items, and patient education materials
• Keep work areas clean and organized
• Monitor purchase requisitions and anticipate supply needs for all shifts
• Ensure dietary orders are accurate daily (between 3:00 AM – 4:00 AM)

Reporting & Coordination

• Manage automated reports (e.g., GENESIS, Glucometer, rounds reports)
• Assist with discharge planning:
  • Enter discharge details in the system
  • Prepare and send required documentation to external facilities
  • Coordinate paperwork for rehabilitation or nursing home placements

Staff & Administrative Support

• Assist Nurse Manager with tracking staff education, certifications, and compliance requirements
• Maintain records for mandatory training, health screenings, and certifications
• Prepare weekly staffing projections and maintain unit secretary schedules

Meetings & Communication

• Participate in unit meetings and record meeting minutes
• Maintain and update unit communications and policy manuals

Quality & Compliance

• Support quality improvement initiatives and unit performance goals
• Distribute, collect, and track quality audits
• Conduct monthly Environment of Care rounds, report findings, and follow up on issues
• Submit work orders and coordinate issue resolution

Billing & Financial Accuracy

• Enter patient charges accurately to ensure proper revenue generation
• Reconcile charges daily and report discrepancies

General Administrative Duties

• Perform filing, copying, faxing, and other clerical tasks as needed
• Provide additional administrative support as assigned

Minimum Qualifications

Education & Skills

• High school diploma or equivalent
• Strong computer skills with the ability to manage patient data and generate reports
• Knowledge of medical terminology preferred
• Ability to prioritize, multitask, and work efficiently in a fast-paced environment
• Strong written and verbal communication skills in English

Experience

• At least six months of clerical experience in a healthcare setting strongly preferred

Work Environment & Physical Requirements

• Combination of sitting, standing, and walking throughout the day
• Work in a patient care environment
• Ability to lift up to 20 pounds

Supervisory Responsibility

• None