Unit Secretary

Rhode Island Hospital - Providence, RI

Part-time - Entry Level

Providence, RI

Hospitals

About the position

The Unit Secretary at Rhode Island Hospital plays a crucial role in coordinating the flow of patient activity and information within the unit or clinic. This position operates under the direction of the Clinical Manager or their designee, performing a variety of clerical duties that are essential for maintaining quality patient care. The Unit Secretary is expected to exhibit strong interpersonal and clerical skills, which are vital for effective communication and patient interaction. This role requires a comprehensive understanding of medical terminology and the ability to utilize hospital computer systems efficiently to manage patient information and orders. In this position, the Unit Secretary will be responsible for organizing and prioritizing workload based on the needs of the patient unit or clinic. This includes assembling and disassembling patient charts according to hospital guidelines, accurately filing reports, and maintaining medical records. The Unit Secretary will also handle phone and intercom communications, ensuring that appropriate staff are notified of any important information. Additionally, the role involves entering verbal orders from physicians and nursing staff into the hospital's computer systems, transcribing handwritten orders, and managing the logistics of equipment delivery and diagnostic tests. The Unit Secretary is expected to promote safety within the unit by adhering to established standards and policies, reporting unsafe situations, and participating in educational updates to maintain competencies. This position requires a proactive approach to problem-solving and the ability to work collaboratively as part of the healthcare team to enhance patient care delivery. Overall, the Unit Secretary is a vital member of the healthcare team, ensuring that administrative processes run smoothly and efficiently, thereby supporting the overall mission of the hospital.

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.
• Organizes and 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 records.
• Answers phones and intercom using proper etiquette and notifies appropriate staff.
• Utilizes hospital computer systems accurately to enter, verify, and 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 any new systems necessary for the role.
• Enters verbal orders from physicians and nursing staff into the computer system within the limits of the Unit Secretary role.
• Transcribes doctors' handwritten orders and faxes orders to pharmacy for medication entry.
• Arranges for necessary equipment delivery as needed.
• Follows up on diagnostic tests ordered and documents booking in the computer.
• Orders stationary 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 and files received information in the patient's record.
• Takes responsibility for educational updates by attending education sessions and accessing the Patient Services website.
• Reports unsafe situations to the Professional Nurse or Clinical Manager.
• Promotes safety on the unit and adheres to established standards and policies.

Requirements

• High school diploma 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.

Nice-to-haves

• Experience in a healthcare setting preferred.