Unit Secretary

Summary

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

Responsibilities

• 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 and prioritizes workload based on patient and unit/clinic needs.
• Assembles charts for admission and disassembles charts for discharge according to hospital guidelines. Files reports in charts accurately and maintains medical records.
• Answers phones and intercom using proper 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, including Patient Links, Nurse Links, Bed Board, MAK MAR, Carevue, and/or any new systems necessary to carry out the Unit Secretary role.
• Enters verbal orders from physicians in the computer system within the limits of the Unit Secretary role, including:
  • Dietary orders
  • Lab orders
  • Radiology orders (restricted to diagnostic x-rays only)
  • Admit status orders
  • Transfer orders
  • Change of doctor and hospital service orders
• Enters verbal orders from nursing restricted to those orders based on a protocol or covered by a previously entered physician’s order.
• Transcribes physician handwritten orders.
• Faxes orders to pharmacy for medication entry and enters all other orders into appropriate departments.
• Transcribes handwritten chemotherapy orders according to hospital protocol.
• Arranges for necessary equipment delivery as needed.
• Follows up on diagnostic tests ordered and documents booking in the computer under “Date/Time Scheduled Tests,” including any required preparations and holds trays or makes NPO accordingly.
• Orders stationery and office supplies as appropriate.
• Maintains and stocks the A-Z file.
• Faxes completed “Authorization for Use of Protected Health Information” forms to other healthcare providers, receives faxed information, and files it in the patient record. Faxes 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 checks and mandatory/safety education.
• Reports unsafe situations to the Professional Nurse or Clinical Manager.
• Promotes safety on the unit.
• Adheres to established RIH/Unit standards, policies, and procedures, including:
  • Absenteeism
  • Tardiness
  • Badging
  • Mandatory education
  • Fire and safety
  • Infection control and credentialing
  • HIPAA compliance
  • Confidentiality guidelines
• Pages physicians and others via the hospital page system, computer alpha paging, and the hospital emergency operator to page codes.
• Arranges follow-up appointments and documents them on the patient’s Continuity of Care form.
• Coordinates Continuity of Care form copies accordingly.
  • Faxes to Home Care Services when indicated.
  • Files copies in the medical record.
  • Prints copies from “Life Links” if necessary.
• Obtains copies of medical records as indicated.
• Performs all aspects of the Unit Secretary role accurately, including but not limited to:
  • Patient type codes
  • Discharge disposition codes
  • Observation and inpatient status
  • Patient services charges
  • Calling consults when indicated
  • Updating dietary rounds reports
• Understands and is able to perform appropriate I.S. downtime procedures.
• Performs other duties as assigned.

Minimum Qualifications

Basic Knowledge

• High school graduate or General Equivalency Diploma (GED).
• Effective interpersonal communication skills.
• Ability to multi-task and perform a variety of complex clerical duties.
• Basic computer skills required.
• Basic knowledge of medical terminology preferred.
• Ability to read, write legibly, and speak English.
• Demonstrates knowledge and skills necessary to provide care to patients throughout the life span, with consideration of aging processes, human development stages, and cultural patterns in each step of the care process.

Experience

• Preferred.

Work Environment and Physical Requirements

• Exposed to a normal patient care environment with frequent standing, walking, and sitting.

Supervisory Responsibility

None.