Job Summary

Under the supervision of Nurse Managers and in accordance with established policies and procedures, the Unit Secretary provides clerical and administrative support to patient care activities within the Emergency/Trauma Center. This role assists patients and their families during treatment or while awaiting care, coordinates communication with physicians and hospital staff, prepares treatment request forms, and utilizes computer systems to manage patient information.

Brown University Health employees are expected to role model the organization’s values of Compassion, Accountability, Respect, and Excellence, which guide everyday actions with patients, families, and colleagues.

In addition, all employees are expected to demonstrate the following Core Success Factors:

• Instill Trust and Value Differences
• Patient and Community Focus
• Collaboration

Key Responsibilities

• Receive, direct, and appropriately route incoming communications from police, media, rescue personnel, physicians, and other parties in accordance with department policies.
• Initiate and maintain related forms and records.
• Communicate with patients and families to provide general departmental information or request return visits as directed.
• Relay patient status information per established guidelines.
• Contact private physicians, medical examiners, and other external parties as required.
• Respond to paging requests for physicians and hospital personnel, including administration, maintenance, and security.
• Operate telephone systems and paging devices in accordance with established procedures and reference lists.
• Notify appropriate security agencies of emergency treatments related to assaults, gunshots, animal bites, accidents, and similar incidents in compliance with Department of Health regulations.
• Greet patients in pediatric and walk‑in clinics and direct them to treatment areas following department guidelines.
• Process physician orders for diagnostic tests and treatments.
• Utilize on‑line computer systems, including the Laboratory Information System (LIS) and Patient Managed Access System (PMAS), to enter, access, and update patient and hospital data.
• Maintain and update patient tracking lists, including “danger” lists, and communicate relevant information to appropriate staff.
• Update computerized records to support department operations and statistical reporting.
• Ensure Emergency Department patient records are complete upon discharge, including diagnoses, signatures, and required authorizations.
• File charts according to procedure and distribute charges to designated departments.
• Support quality assurance activities through the handling and filing of x‑rays, laboratory results, test reports, and charts.
• Perform additional clerical duties as needed, including ordering supplies, preparing schedules, and reviewing records for studies and audits.
• Maintain working knowledge of the Emergency Disaster Plan.
• Coordinate maintenance and service requests for office equipment, including fax machines, copiers, and printers.

Minimum Qualifications

Education & Knowledge

• High school diploma or equivalent required.
• Knowledge of medical terminology.
• Familiarity with departmental procedures.
• Ability to operate on‑line computer terminals and electronic systems.

Skills

• Well‑developed interpersonal and communication skills.
• Ability to obtain and relay information accurately, often in high‑stress situations.

Experience

• Three to six months of responsible work experience preferred.
• Experience involving patient contact and medical terminology strongly preferred.
• Computer familiarity preferred.

Supervisory Responsibility

• None

Pay Range: 

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

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