Unit Secretary

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 activities and information from admission through discharge or transfer from the unit.

Brown University Health employees are expected to model the organization's values of Compassion, Accountability, Respect, and Excellence, which guide everyday actions with patients, customers, and colleagues.

In addition, all employees are expected to demonstrate the organization's core Success Factors:

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

• Communicates clearly, concisely, and promptly with unit staff, hospital personnel, physicians, patients, and visitors
• Greets patients and visitors in a professional, courteous, and helpful manner
• Identifies consumer dissatisfaction and intervenes to resolve concerns or refers issues to appropriate personnel
• Identifies and reports unauthorized personnel

• Answers telephones in a timely and courteous manner
• Receives, records, and communicates messages accurately
• Transfers calls and pages staff members appropriately
• Responds to patients' call buttons and pages appropriate staff; follows up on unanswered pages

• Enters and edits patient information in the computer system, including height, weight, isolation status, patient type, activity level, and charge entries
• Practices in accordance with Physician Order Management policies and procedures
• Follows clinical informatics downtime procedures for entering data into patient electronic records
• Obtains missing patient data from other units or external facilities as necessary
• Maintains the integrity of the medical record
• Completes the Medical Record Review Checklist daily and upon discharge

• Orders and maintains appropriate unit forms, dietary supplies, educational materials, and office supplies
• Maintains cleanliness and organization of the unit desk area
• Follows up on purchase requisitions
• Anticipates storeroom supply needs prior to evening and night shifts
• Ensures dietary orders are current daily between 3:00 a.m. and 4:00 a.m.

• Manages automatically prepared reports, including but not limited to GENESIS, glucometer, and rounds reports
• Collaborates with nursing staff and case managers to enter discharge dispositions and destinations into the computer system
• Faxes required documentation to outside agencies
• Prepares discharge paperwork for patients transitioning to rehabilitation centers or nursing homes

• Assists the Nurse Manager with monitoring staff education records and compliance with mandatory training, certifications, and annual health screenings (e.g., PPD, fit testing)
• Completes weekly staffing projections for the unit
• Prepares unit secretary schedules to ensure appropriate coverage, as assigned
• Participates in unit staff meetings and records meeting minutes
• Maintains posted unit communications and distributes memoranda to staff
• Updates policy manuals as required

• Supports unit goals related to hospital and unit quality indicators
• Assists with distribution, collection, and compliance of quality audits and indicator data collection processes
• Conducts monthly Environment of Care Rounds, documents findings, and coordinates resolution through work orders, calls, or faxes to appropriate departments
• Resolves unit-level issues when possible

• Accurately enters patient charges to support appropriate unit revenue
• 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 assigned

• Education equivalent to a high school diploma
• Proficient computer skills sufficient to enter and maintain patient data and produce required reports
• Knowledge of medical terminology preferred
• Strong organizational skills with the ability to prioritize and manage multiple tasks efficiently
• Ability to speak, read, and write English clearly

• Six months of clerical experience in a healthcare environment strongly preferred

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

• None