Unit Secretary

Under the general supervision of the Nurse Manager, this role performs a variety of clerical and administrative support duties. The position is responsible for coordinating and documenting the flow of patient activity and information from admission through discharge or transfer.

Employees of Brown University Health are expected to demonstrate the organization's core values:

• Compassion
• Accountability
• Respect
• Excellence

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

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

• Communicate clearly, concisely, and promptly with staff, physicians, patients, and visitors
• Greet patients and visitors in a professional, courteous, and helpful manner
• Identify and address patient or visitor concerns; escalate when appropriate
• Monitor and report unauthorized personnel

• Answer telephones promptly and courteously
• Accurately receive, record, and communicate messages
• Transfer calls and page staff as needed
• Respond to patient call buttons and ensure appropriate follow-up

• Enter and update patient data in the system, including:
  • Height and weight
  • Isolation status
  • Patient type and activity
  • Charges
• Follow all Physician Order Management and clinical informatics downtime procedures
• Obtain missing patient data from internal or external sources
• Maintain the accuracy and integrity of medical records
• Complete daily Medical Record Review Checklist

• Order and maintain supplies (forms, dietary items, educational materials, office supplies)
• Ensure desk area is organized and clean
• Monitor purchase requisitions and storeroom inventory
• Anticipate supply needs for evening and night shifts
• Ensure dietary orders are updated daily (3:00 AM - 4:00 AM)

• Manage reports such as:
  • GENESIS
  • Glucometer reports
  • Rounds reports

• Collaborate with nursing staff and case managers to:
  • Enter discharge disposition and destination information
  • Fax required documentation to external agencies
  • Prepare discharge paperwork for rehab centers or nursing homes

• Assist Nurse Manager with:
  • Staff education and compliance tracking (training, certifications, screenings)
  • Weekly staffing projections
  • Unit secretary scheduling
• Participate in staff meetings and record minutes
• Maintain posted communications and distribute memoranda
• Update policy manuals as needed

• Support unit quality initiatives and performance goals
• Assist with quality audits and data collection
• Conduct monthly Environment of Care Rounds
  • Report findings
  • Coordinate issue resolution with appropriate departments
  • Address unit-level concerns directly

• Enter and reconcile patient charges to ensure accurate revenue
• Report discrepancies to management
• Perform general clerical tasks such as filing, copying, and faxing

• High school diploma or equivalent
• Proficiency with computer systems for data entry and reporting
• Knowledge of medical terminology (preferred)
• Strong organizational and multitasking skills
• Ability to read, write, and speak English clearly

• Minimum of 6 months clerical experience in a healthcare setting (strongly preferred)

• Alternates between sitting, standing, and walking throughout the day
• Exposure to patient care environment
• May be required to lift up to 20 pounds

• None