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