Unit Secretary

Summary

Coordinates the flow of patient activity and information on the unit or clinic in accordance with approved hospital policies and procedures. Serves as a member of the health care team under the direction of the Clinical Manager or designee and performs a variety of clerical and administrative duties. Utilizes strong interpersonal and organizational skills to promote 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 interactions with patients, customers, and colleagues.

All employees are also expected to demonstrate the core Success Factors, including:

• Instilling Trust and Valuing Differences
• Patient and Community Focus and Collaboration

Responsibilities

• Demonstrates appropriate use of medical terminology and abbreviations.
• Organizes and prioritizes workload based on patient and unit/clinic needs.
• Assembles admission charts and disassembles discharge charts according to hospital guidelines.
• Accurately files reports and maintains medical records.
• Answers phones and intercoms using proper etiquette and communicates information to appropriate staff.
• Utilizes hospital computer systems accurately to enter, verify, and retrieve orders, data, and reports.
• Reports computer or equipment malfunctions to the Help Desk.
• Uses all required systems accurately, including Patient Links, Nurse Links, Bed Board, MAK MAR, CareVue, and other systems as required.
• Enters verbal orders from physicians within the scope of the Unit Secretary role, including dietary, laboratory, radiology (diagnostic x‑ray only), admission status, transfers, physician changes, and hospital service orders.
• Enters nursing verbal orders as permitted by protocol or existing physician orders.
• Transcribes handwritten physician and chemotherapy orders in accordance with hospital protocol.
• Faxes medication orders to Pharmacy and routes all other orders to appropriate departments.
• Arranges delivery of necessary equipment.
• Tracks diagnostic tests, documents scheduling details, and ensures appropriate patient preparation, including NPO status when required.
• Orders and maintains stationery and office supplies; stocks and maintains the A–Z file.
• Faxes completed authorizations for the release of protected health information and files incoming documentation appropriately.
• Attends education sessions, completes required competencies, and accesses educational resources as needed.
• Reports unsafe situations to the Professional Nurse or Clinical Manager and promotes unit safety.
• Adheres to all organizational and unit policies, including attendance, identification, mandatory education, fire safety, infection control, HIPAA, confidentiality, and credentialing requirements.
• Pages physicians and staff using hospital paging systems and emergency operators.
• Arranges follow-up appointments and manages Continuity of Care documentation, including faxing to Home Care Services when indicated.
• Obtains medical record copies as necessary.
• Completes all aspects of the Unit Secretary role accurately, including patient type codes, discharge dispositions, status updates, service charges, consult calls, and dietary reports.
• Demonstrates understanding of and adherence to downtime procedures.
• Performs other duties as assigned.

Minimum Qualifications

Basic Knowledge

• High school diploma or equivalent (GED).
• Strong interpersonal communication skills.
• Ability to multitask and perform complex clerical duties in a fast-paced environment.
• Basic computer proficiency.
• Basic knowledge of medical terminology preferred.
• Ability to read, write legibly, and communicate effectively in English.
• Demonstrated knowledge and skills to support care across the lifespan, considering aging, developmental stages, and cultural diversity.

Experience

• Prior experience preferred.

Work Environment & Physical Requirements

• Typical patient care environment.
• Frequent standing, walking, and sitting required.

Supervisory Responsibility

• None