The Unit Secretary coordinates patient activity and information flow while performing a wide range of clerical duties to support the healthcare team. Key tasks include managing medical records, processing physician orders, and handling unit communications.
Requirements summary
A High School Diploma or GED and basic computer skills are required for this position. Prior healthcare or clerical experience and knowledge of medical terminology are preferred.
high schoolMultitaskingDocumentationHIPAA ComplianceInterpersonal CommunicationSchedulingMedical TerminologyPatient SafetyMedical Record ManagementOrder EntryPatient CoordinationClerical AdministrationHospital Computer Systems
Job description
SUMMARY The Unit Secretary coordinates the flow of patient activity and information within the unit or clinic in accordance with hospital policies and procedures.
Working under the direction of the Clinical Manager (or designee), this role functions as a member of the healthcare team, performing a wide range of clerical duties.
The Unit Secretary is responsible for maintaining strong interpersonal and organizational skills that support high-quality patient care.
All Brown University Health employees are expected to model the organization’s core values: Compassion Accountability Respect Excellence Employees are also expected to demonstrate the following Success Factors: Instill Trust and Value Differences Patient and Community Focus and Collaboration RESPONSIBILITIES 1.
General Clerical & Administrative Functions Coordinate patient activity and information flow within the unit/clinic.
Organize and prioritize workload based on patient and operational needs.
Assemble patient charts for admission and disassemble for discharge per guidelines.
Maintain accurate and complete medical records, including filing reports.
Order and maintain necessary stationery and office supplies.
Maintain and organize A–Z files.
2.
Communication & Coordination Answer phones and intercom using proper etiquette and notify appropriate staff.
Page physicians and staff via hospital paging systems and emergency operators.
Arrange follow-up appointments and complete Continuity of Care documentation.
Coordinate and distribute Continuity of Care forms, including faxing to Home Care Services and filing appropriately.
Obtain and distribute requested medical records.
Communicate equipment needs and arrange delivery as required.
3.
Computer Systems & Order Entry Accurately use hospital computer systems to: Enter and verify orders Retrieve data and generate reports Utilize systems such as Patient Links, Nurse Links, Bed Board, MAK MAR, Carevue, and other required platforms.
Report computer or equipment malfunctions to the help desk.
Perform IS downtime procedures when necessary.
4.
Order Processing & Documentation Enter verbal orders from physicians within scope, including: Dietary orders Lab orders Radiology orders (diagnostic x-rays only) Admission, transfer, and status changes Enter protocol-based nursing orders as permitted.
Transcribe physician handwritten orders and chemotherapy orders per protocol.
Fax medication orders to pharmacy and route others to appropriate departments.
Track and document diagnostic test scheduling and preparation requirements.
Update dietary rounds and patient service charges.
Accurately code patient types, discharge disposition, and admission status.
5.
Patient Care Support & Safety Ensure proper follow-up on diagnostic tests and patient preparation (e.g., NPO status).
Identify and report unsafe conditions to nursing staff or management.
Promote patient and unit safety at all times.
Adhere to all hospital policies, including: HIPAA and confidentiality Infection control Safety and fire protocols Attendance and credentialing requirements 6.
Professional Development Participate in ongoing education and training.
Maintain required competencies through annual evaluations and mandatory education.
Assist in identifying cost-saving opportunities and improving workflows.
7.
Additional Duties Perform other duties as assigned.
MINIMUM QUALIFICATIONS Education & Knowledge High School Diploma or GED required Basic computer skills required Knowledge of medical terminology preferred Ability to read, write, and speak English clearly Strong interpersonal and communication skills Ability to multitask and manage complex clerical responsibilities Demonstrated awareness of patient care needs across the lifespan, including cultural and developmental considerations Experience Prior clerical or healthcare experience preferred WORK ENVIRONMENT & PHYSICAL REQUIREMENTS Work performed in a patient care environment Requires frequent standing, walking, and sitting SUPERVISORY RESPONSIBILITY None Pay Range: - Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.
Location
Rhode Island
Hospital - 593
Eddy
Street
Providence,
Rhode
Island 02903
Work
Type: 0700-1530,
EOW/EOH
Work
Shift:
Day
Driving
Required:
No
Union: International Brotherhood Teamsters As Rhode Island's largest health system and private employer, Brown University Health is the state's premier provider of health services and includes the only Level I Trauma Center for southeastern New England. Today, more than 20,000 people work at Brown University Health and bring their unique skills, experiences, and compassion to their jobs every day. Formed in 1994, Brown University Health is a not-for-profit health system based in Providence, RI comprising three teaching hospitals of
The
Warren
Alpert
Medical
School of
Brown
University: Rhode Island Hospital and its Hasbro Children's; The Miriam Hospital; and Bradley Hospital, the nation’s first psychiatric hospital for children; Newport Hospital, Saint Anne's Hospital and Morton Hospital, community hospitals offering a broad range of health services; Gateway Healthcare, the state’s largest provider of community behavioral health care; and Brown Health Medical Group, the largest multi-specialty practice in Rhode Island. Brown University Health is an equal opportunity employer that values diversity of cultural background, race, gender, age, religion, identity, ability, and perspectives - we are actively committed to a diverse workforce that represents the patients and community that we serve. We are invested in creating a respectful, inclusive, and equitable environment that supports the holistic well-being of our employees and their families. Join us and help build a healthier future for our patients - and for yourself. Company Location Belonging and Engagement Nursing Our Mission
