Unit Secretary

Coordinates the flow of patient activity and information on the unit/clinic, based on currently approved policies and procedures recognized by the Hospital. Functions as a member of the Health Care Team under the direction of Clinical Manager or designee to perform a variety of clerical duties. The Unit Secretary is responsible for good interpersonal and clerical skills, which promote quality patient care.

Brown University Health employees are expected to successfully role‑model the organization’s values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:
Instill Trust and Value Differences Patient and Community Focus and Collaborate.

• Exhibits appropriate use of medical terms and abbreviations.
• Works as a member of the team to identify cost‑saving measures in unit/clinic operations and patient care delivery to solve work process problems and create new work methods.
• Organizes, prioritizes workload based on patient, unit/clinic needs.
• Assembles charts for admission and disassembles charts for discharge according to hospital guidelines.
• Files reports in charts accurately and maintains medical record.
• Answers phones and intercom, using phone and intercom etiquette, and notifies appropriate staff.
• Utilizes hospital computer systems accurately, to enter orders, verify orders, retrieve data and generate reports.
• Reports computer and equipment malfunctions to the help desk.
• Accurately uses all computer systems, Patient Links, Nurse Links, Bed Board, MAK MAR, Carevue and/or any new systems necessary to carry out the US role.
• Enter verbal orders from physicians in the computer system within the limits of the US role which includes dietary orders, lab orders, radiology orders (restricted to diagnostic x‑rays only), admit status orders, transfer orders, change of doctor and hospital service orders.
• Enter verbal orders from nursing restricted to those orders based on a protocol or covered by a previously entered physician’s order.
• Transcribe doctor’s handwritten orders.
• Fax orders to pharmacy for medication entry, and enters all other orders into appropriate departments.
• Transcribe handwritten chemotherapy orders according to the hospital protocol.
• Arrange for necessary equipment delivery as needed.
• Follow up on diagnostic tests ordered and document booking in the computer under “Date/Time Scheduled Tests” including any required preparations and holds trays or makes NPO accordingly.
• Order stationary and office supplies as appropriate.
• Maintain and stock the A‑Z file.
• Fax completed “Authorization for Use of Protected Health Information” form to other health care providers; receive faxed information and file in the patient’s record.
• Fax other forms as needed.
• Takes responsibility for educational updates by attending education sessions and accessing the “Patient Services” website.
• Meets and maintains competencies measured by annual mandatory competency check and mandatory/safety education.
• Report unsafe situations to the Professional Nurse or to the Clinical Manager.
• Promote safety on the unit.
• Adheres to established RIH/Unit standards, policies and procedures (absenteeism, tardiness, badging, mandatory education, fire, safety, infection control and credentialing, HIPAA, and confidentiality guidelines).
• Page physicians and others via the hospital page system, computer alpha paging, and the hospital emergency operator to page codes.
• Arrange follow‑up appointments and document on patient’s Continuity of Care form.
• Coordinate Continuity of Care form copies accordingly.
• Fax to Home Care Services when indicated. File copies in medical record.
• Print copies from “Life Links” if necessary.
• Obtain copies of medical records as indicated.
• Perform all aspects of the US role accurately, including but not restricted to, patient type codes, discharge disposition codes, observation and inpatient status, patient services charges, call consults when indicated,…