Unit Coordinator

Job Profile Summary

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education. Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation.

Job Overview

This position coordinates the flow of patient activity and information on the unit/practice areas, based upon currently approved policies and procedures recognized by the hospital. This role, under the direction of clinical leadership, performs a variety of clerical duties, is a liaison to all departments, and is a communication link between patient care, customer service, and the unit. Oversees the work of other unit secretaries within the department/unit.

Job Description

Minimum Qualifications:

1. High school diploma or equivalent

2. Two (2) years of related experience in a hospital or healthcare setting

Preferred Qualifications:

1. Three (3) years of related experience in a hospital or healthcare setting

2. Some college or an Associate's degree in a related field of study

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. Remains in constant communications with admissions on the status of all patients including transfers, admissions, discharges, bed changes, bed cleaning request, and possible changes through the shift.

2. Responsible for review of bed assignments and relaying this information to clinical staff.

3. Receives, greets and directs patients, visitors, physicians, and hospital personnel arriving on or calling a patient care unit in a manner consistent with service excellence expectations and hospital standards of behavior.

4. Initiates, assembles and maintains patient charts on the assigned unit in appropriate, functional order according to hospital policy. Files pertinent data in appropriate patient's record. Prepares charts for Medical Records upon discharge.

5. Prepares and maintains medical records, in accordance to hospital standards and policy, including labeling patient name on admission forms, filing all paperwork in medical record, sorting EKG's, x-rays, pathology reports, operative notes, progress notes, consultations, etc., for current, discharged, and transferred patients.

6. Labels patient names and updates bed boards, bedside charts, and computer information, including diet, condition, allergies, height and weight of new and current patients.

7. Transcribes physician orders to appropriate information sites which may include: Sorian, nursing kardex, MAR (medication administration record), intervention sheet, diet sheet and other documents utilized and completes necessary follow through.

8. Supports effective and efficient communication for the nursing unit by promptly answering phone, triaging calls, and relaying messages to staff using appropriate etiquette. Coordinates communications regarding outside services, transfers (external or internal), discharges to another facility and/or physician changes as they occur.

9. Utilizes hospital computer systems accurately to enter orders, verify orders, retrieve data and generate reports. Reports malfunction to help desk.

10. Collaborates with case management staff, social workers and nursing staff to facilitate follow up appointments within the hospital or upon discharge.

11. Coordinates communication during emergency situations or STAT requests or orders.

12. Follows through with orders unable to be completed during the off-shift and weekends.

13. Responsible for coordination of unit activities during electronic downtime.

14. Facilitates timely delivery of time and attendance records.

15. Monitors available quantity and documentation of forms, materials, supplies and equipment inventory. Responsible for tracking and returning of rental equipment.

16. Responsible for information shared at all staff meetings (by attending, reading minutes or virtual).

17. Assists with orientation, training, and scheduling of unit coordinators as designated by the department leadership.

18. Sets up procedures for unit secretaries to follow for processes such as medical record keeping, ordering supplies, transcription, etc.

Physical Requirements:

1. Frequent sitting, occasional standing or walking, and lifting of 10-15 lbs.

2. Requires manual dexterity using fine hand manipulations for computer keyboard operation.

3. Requires ability to see computer screen, and reports.

4. Requires ability communicate visually, verbally and audibly with healthcare personnel.

Skills & Abilities:

1. Excellent communications skills including interpersonal, phone, and written

2. Excellent organizational skills required. Utilizes time effectively, prioritizing appropriately.

3. Able to work with detailed, confidential material and to work independently.

4. Working knowledge of computer systems such as Microsoft Word, Excel and Outlook.

5. Familiarity with medical terminology is preferred.

6. Maintains sensitivity, maturity and flexibility in coping with difficult situations.

7. Able to work with all levels of staff in different departments, physicians, patients, vendors, and the community.

8. Extensive knowledge of medical terminology to enable effective communication and support duties such as transcribing medication orders.

9. Demonstrates problem solving and decision making skills.