Unit Secretary

Summary

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

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, customers, and one another.

In addition to our values, all employees are expected to demonstrate the following Core Success Factors:

• Instill Trust
• Value Differences
• Patient and Community Focus
• Collaboration

Responsibilities

Communication and Customer Service

• Communicates clearly, concisely, and efficiently with unit staff, hospital personnel, physicians, patients, and visitors
• Greets patients and visitors in a professional, courteous, and helpful manner
• Identifies patient or visitor dissatisfaction and intervenes or escalates concerns appropriately
• Identifies and reports unauthorized personnel

Telephone and Paging Support

• Answers telephones promptly and courteously
• Accurately receives, records, and relays messages
• Transfers calls and pages staff accurately
• Responds to patient call buttons and pages appropriate staff, following up on unanswered pages

Patient Information and Documentation

• Enters and updates patient information in the electronic health record (EHR), including height, weight, isolation status, patient type, activity level, and charge entries
• Practices in accordance with all Physician Order Management policies and procedures
• Follows clinical informatics downtime procedures as required
• Obtains missing patient information from other units or outside facilities as needed
• Maintains the integrity of the medical record
• Completes the Medical Record Review Checklist daily and upon patient discharge

Supplies, Reports, and Unit Operations

• Orders and maintains unit forms, dietary supplies, educational materials, and office supplies
• Maintains cleanliness and organization at the unit desk
• Anticipates supply needs for evening and night shifts
• Ensures dietary orders are current daily between 3:00 a.m. and 4:00 a.m.
• Manages automatically generated reports, including but not limited to GENESIS, glucometer, and rounds reports

Discharge Coordination

• Works with nursing staff and case managers to enter discharge dispositions and destinations into the system
• Prepares and faxes required documentation to external agencies
• Assists with discharge paperwork for patients transferring to rehabilitation centers or nursing homes

Administrative and Quality Support

• Assists the Nurse Manager with monitoring staff education records and compliance with mandatory training, certifications, and annual health screenings (e.g., PPD and fit testing)
• Completes weekly staffing projections and unit secretary schedules as assigned
• Participates in unit staff meetings and records meeting minutes
• Maintains posted communications and assists with staff memoranda
• Updates policy manuals as required
• Supports unit and hospital quality initiatives by distributing, collecting, and complying with quality audit processes
• Conducts monthly Environment of Care Rounds, reports findings, and follows up with appropriate departments to resolve identified issues

Revenue and Clerical Support

• Enters patient charges accurately to ensure proper unit revenue generation
• Reviews and reconciles charges daily and reports discrepancies to the Nurse Manager
• Performs general clerical duties including filing, copying, faxing, and other administrative support as requested

Minimum Qualifications

Education and Knowledge

• High school diploma or equivalent
• Proficiency in computer applications for entering and maintaining patient data and generating reports
• Medical terminology knowledge preferred
• Strong organizational skills with the ability to prioritize and multitask efficiently
• Ability to speak, read, and write English clearly

Experience

• Minimum of six months of clerical experience in a healthcare environment strongly preferred

Work Environment and Physical Requirements

• Alternates between sitting, standing, and walking throughout the workday
• Regular exposure to patient care environments
• May be required to lift up to 20 pounds

Supervisory Responsibility

• None