Unit Secretary

TMH The Miriam Hospital; United States; On-site; USD 25,000 - 39,000; Full time

Job summary

The Miriam Hospital, Providence, RI, is seeking a Unit Secretary to perform clerical and administrative tasks under the Nurse Manager. The role coordinates patient activity flow from admission to discharge, ensuring accurate data entry and documentation in the unit's information systems.

Responsibilities include greeting patients, relaying messages, managing calls, and supporting discharge processes. Candidates should have basic computer skills, English proficiency, and healthcare clerical

Qualifications

• Equivalent to a high school diploma.
• Proficient computer skills to enter and maintain patient data and print required reports.
• Knowledge of medical terminology preferred.
• Ability to organize, prioritize, and perform multiple tasks expeditiously.
• Speaks, reads, and writes English clearly.
• Six months’ clerical experience in health care environment strongly preferred.

Responsibilities

• Communicates clearly, concisely, and expeditiously with unit, other hospital staff, physicians, patients and visitors.
• Greets patients and visitors in professional, courteous, and helpful manner.
• Receives, records, and communicates messages accurately.
• Enters and edits all patient information into computer, including height and weight, isolation status, patient type, patient activity, and charge entries.
• Works with nursing staff to enter discharge disposition and destinations into computer and prepares necessary paperwork for patients discharged to rehabilitation centers or nursing homes.
• Assists in maintenance of posted communications on unit and with memorandums to staff.

Skills

Clerical skills

English proficiency

Organization

Multitasking

Education

High school diploma

Tools

Computer software

Job description

Summary

Under the general supervision of the Nurse Manager, performs a variety of clerical and administrative support duties. Coordinates and documents flow of patient activity and information from admission into the unit, through discharge, or transfer from the unit. 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

• Communicates clearly, concisely, and expeditiously with unit, other hospital staff, physicians, patients and visitors.
• Greets patients and visitors in professional, courteous, and helpful manner.
• Recognizes consumer dissatisfaction and intervenes to correct, or refer to appropriate person.
• Identifies and reports unauthorized personnel.
• Answers the telephone in a timely and courteous manner.
• Receives, records, and communicates messages accurately.
• Transfers telephone calls, and pages staff accurately.
• Answers patients’ call buttons and pages appropriate staff person to respond; does follow-up pages on unanswered pages.
• Enters and edits all patient information into computer, including height and weight, isolation status, patient type, patient activity, and charge entries.
• Practices in accordance with all Physician Order Management policies and procedures.
• Follows all clinical informatics downtime procedures for entering data into patient’s electronic profile.
• Obtains missing patient data from other units or outside facilities, as needed.
• Maintains the integrity of the medical record.
• Completes Medical Record Review Checklist daily and upon checklist.
• Orders and maintains appropriate forms, dietary supplies, educational materials and office supplies for the unit.
• Maintains order and cleanliness at desk area.
• Follows up on status of purchase requisitions.
• Anticipates storeroom supply needs before evening and night shift.
• Secretary ensures dietary orders are current every AM between 3a and 4a.
• Provides management of automatically prepared reports including but not limited to, GENESIS, Glumeter, and rounds reports.
• Work with nursing staff and case managers to enter discharge disposition and destinations into computer, fax necessary paperwork to external agencies and prepare all necessary paperwork for patients discharged to rehabilitation centers or nursing homes.
• Assists the nurse manager in monitoring maintenance of staff educational records and compliance with mandatory tests/training/certifications/ and annual health screenings such as PPD and fit testing.
• Completes weekly staff projections for the nursing unit.
• Completes unit secretary schedule ensuring even distribution of secretarial resources, as assigned.
• Participates in unit staff meetings and records minutes.
• Assists in maintenance of posted communications on unit and with memorandums to staff.
• Update policy manuals as required.
• Provides support for the unit in achievement of hospital and unit quality indicators.
• Assist with distribution and collection of quality audits and complies with unit processes for indicator data collection.
• Conducts Environment of Care Rounds monthly, reports findings, and follows through with work orders/ phone calls/faxes to appropriate departments for resolution of issues.
• Resoluble those issues that can be taken care of at a unit level.
• Appropriately enters patient charges to generate appropriate revenue for the unit.
• Reviews and reconciles these charges daily and reports variances to the manager.
• General filing, copying, faxing, other clerical and administrative support duties as requested.

Minimum Qualifications

• BASIC KNOWLEDGE: Equivalent to a high school diploma.
• Computer skill level proficient to enter and maintain patient data and print required reports.
• Knowledge of medical terminology preferred.
• Ability to organize, prioritize, and perform multiple tasks expeditiously.
• Speaks, reads, and writes English clearly.
• EXPERIENCE Six months’ clerical experience in health care environment strongly preferred.

SUPERVISORY RESPONSIBILITY

None.

Work Environment and Physical Requirements

Sits, stands and walks intermittently throughout the day. Exposed to patient care environment. May be required to lift up to 20 pounds.

Pay Range

Pay Range: $18.04-$28.46

EEO Statement

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Location

The Miriam Hospital - 164 Summit Ave Providence, Rhode Island 02906

Work Type

every other weekend, every other holiday

Work Shift

Day

Daily Hours

8 hours

Driving Required

No

As Rhode Island's largest health system and private employer, Brown University Health is the state's premier provider of health services and includes the only Level I Trauma Center for southeastern New England. Today, more than 20,000 people work at Brown University Health and bring their unique skills, experiences, and compassion to their jobs every day. Formed in 1994, Brown University Health is a not-for-profit health system based in Providence, RI comprising three teaching hospitals of The Warren Alpert Medical School of Brown University: Rhode Island Hospital and its Hasbro Children's; The Miriam Hospital; and Bradley Hospital, the nation’s first psychiatric hospital for children; Newport Hospital, Saint Anne's Hospital and Morton Hospital, community hospitals offering a broad range of health services; Gateway Healthcare, the state’s largest provider of community behavioral health care; and Brown Health Medical Group, the largest multi-specialty practice in Rhode Island. Brown University Health is an equal opportunity employer that values diversity of cultural background, race, gender, age, religion, identity, ability, and perspectives - we are actively committed to a diverse workforce that represents the patients and community that we serve. We are invested in creating a respectful, inclusive, and equitable environment that supports the holistic well‑being of our employees and their families. Join us and help build a healthier future for our patients - and for yourself.

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