3 East Unit Secretary BWFH

Brigham and Women’s Faulkner Hospital, part of Mass General Brigham, is a not-for-profit organization supporting patient care, research, teaching, and community service. We strive to provide exceptional care through high-performing teams and invite you to join us in advancing our mission.

About the role

Under the supervision of the Nursing Director and as a member of the Unit Based Patient Care Team, the unit secretary performs a wide range of secretarial duties and coordinates unit/floor procedures to ensure professional and efficient operation of the department in providing quality patient care. This role does not require direct patient care.

Responsibilities

• Answer unit phones, collaborate with healthcare team members and other departments, schedule patient tests and appointments, and maintain medical records.
• Coordinate discharges, transfers, and admissions proactively to ensure efficient operation and management of unit resources.
• Demonstrate knowledge and skills necessary to provide indirect patient- and family-centered care appropriate to the age of patients served.
• Receive visitors and respond to the needs of patients and family members.
• Provision of a Safe Environment:
  • Assist in maintaining a safe environment and intervene appropriately.
  • Identify and/or initiate follow-up for safety issues.
  • Utilize judgment in implementing physician orders safely, notifying the charge nurse of any concerns.
• Service:
  • Ensure patient and family needs are met in a timely and caring manner.
  • Maintain C.A.R.E. standards (Communication, Appearance, Respect).
  • Work collaboratively as a member of the Patient Care Team to ensure smooth unit operations.
• Organizational Ethics:
  • Maintain and promote the mission and values of the organization.
  • Ensure confidentiality of all patient information.
  • Respect and support a culturally diverse staff and patient population.
  • Follow proper procedures to address patient or family concerns.
• Management of Resources/Supplies and Unit-Based Needs:
  • Order, expedite, and distribute unit, clerical, and patient care supplies to maintain required par levels.
  • Maintain work area and office equipment in neat and functioning order.
  • Initiate and track facilities, biomedical, housekeeping, and IT-related requests or work orders.
  • Notify Biomed department of malfunctioning equipment and arrange repairs.
  • Assist Nursing Director in managing and facilitating unit projects.
  • Act as a liaison with ancillary services and other departments.
  • Provide back-up coverage for patient transport, including escorting discharge patients/families.
• Management of Information:
  • Answer, coordinate, and manage all phone calls to the unit in consultation with the charge nurse.
  • Take accurate messages and ensure timely delivery to appropriate staff.
  • Place pages and phone calls upon request of clinical staff.
  • Participate in shift-to-shift handoff communication.
  • Coordinate and notify staff regarding paperwork, including fax referrals.
  • Maintain patient medical records per hospital policies, ensuring neatness and accuracy.
  • Schedule patient diagnostic tests, appointments, and consults as directed by physicians or RNs.
  • Coordinate logistics of patient discharge, including transportation and equipment.
  • Perform clerical duties for patient admissions, transfers, and discharges using the bed management system.
  • Ensure patient records, information plates, and personal belongings accompany patients during transfers.
  • Enter, update, or print data reports, including:
    • Bed management system updates reflecting current unit activity.
    • Diet order sheets for food and nutrition services.
    • Advance Care Directives and Patient Code Status in patient charts each shift.
    • Medication Reconciliation and Restraint reports for physicians or RNs.
    • Quadramed assignment sheets for the charge nurse prior to each shift.
    • Recovery charges and billing information as indicated.
  • Check Quadramed list by 11:30 AM and notify charge nurse of unclassified in-patients.
  • Copy patient charts and other materials as requested.
  • Utilize Meditech system to access and update administrative data, enter transport requests, PASSPORT orders, print specimen labels, kardexes, and medication administration reports.
  • Request and maintain old medical records as needed.
  • Anticipate discharges and transfers, updating admitting/nursing supervisor and inputting tentative discharges in the bed management system.
  • Communicate with healthcare team members via VOCERA communication device.
• Collaborative Interdisciplinary Care:
  • Interact with all members of the healthcare team to provide interdisciplinary patient- and family-centered care.
  • Answer patient call lights and communicate requests to appropriate clinical staff.
  • Provide clerical support to unit staff as needed.
  • Float to other pods or units as requested by Nursing office.
• Patient/Family Education:
  • Receive and orient visitors to the unit in a professional manner using C.A.R.E. standards.
  • Provide patients and families with basic information about unit operations.
• Competency:
  • Maintain compliance with hospital and unit secretary-specific competencies.
  • Seek out unit and service-related continuing education classes.
  • Orient or precept new personnel as assigned and act as a resource for others.
  • Respond to staffing needs by cross-training and floating to other units.
  • Attend staff meetings or read minutes to stay current with updates.
  • Attend the annual Safety Fair.
• Quality Improvement:
  • Understand unit-specific quality indicators.
  • Participate in Quality Improvement Projects and Committees as directed.
  • Engage in Service, Excellence, and Quality (SEAQ) programs (e.g., Falls Team, Patient Safety Committee, Pain Management Team).
• Patient Care:
  • Respond to patient and family needs by answering call lights and telephones in a timely manner.
  • Coordinate patient communication through general reception and clerical duties.

Requirements

• High School Diploma or equivalent required; Associate’s Degree preferred.
• Experience in a medical or customer service setting (1-2 years preferred).
• Knowledge of medical terminology preferred.
• Computer proficiency in Microsoft Office required.

Skills

• Adherence to I.C.A.R.E. Standards (Integrity, Compassion, Accountability, Respect, Excellence).
• Excellent interpersonal skills to interact effectively with patients, visitors, and hospital personnel.
• Ability to work as a team member, promoting a caring and collegial attitude.
• Ability to work under stressful conditions, adapt to changing pace, and handle frequent interruptions and emergencies.
• Strong organizational skills to prioritize tasks independently.
• Demonstrated verbal and written communication skills for effective interaction with staff.
• Flexibility and willingness to adapt to diverse roles within the unit-based patient care team.
• Knowledge and skills to provide indirect care appropriate to the age of patients served (adolescent to geriatric).
• Ability to sit and/or stand for extended periods.
• Ability to assist with lifting and carrying up to 20 lbs.
• Ability to assist with patient transportation on and off the unit.
• Demonstrated customer service skills.

Benefits

At Mass General Brigham, we offer comprehensive benefits, career advancement opportunities, differentials, premiums, bonuses (as applicable), and recognition programs to support your professional growth and contributions.

Pay

$18.44 - $27.39/hourly, based on skills, experience, education, certifications, and other essential factors.

Schedule

• Onsite at 1153 Centre Street.
• Scheduled weekly hours: 40.
• Work shift: Evening (United States of America).
• Employee type: Regular.