Unit Coordination Assistant -CVH 1A Surgery

Trillium Health Partners•Mississauga, ON

3d•CA$25 - CA$31•Onsite

About The Position

The Unit Coordination Assistant (UCA) provides clerical support for patient administrative services; information management; unit reception; ensures the clerical administration and operation of the unit; and performs other duties consistent with the job classification as required.

Requirements

High school diploma or equivalent
Proficiency in basic computer applications and familiarity with Epic
Customer service-oriented with a friendly and professional demeanor
Strong time management and organizational skills
Excellent verbal and written communication skills
Team player with the ability to collaborate effectively
Detail-oriented with a high level of accuracy in data entry tasks
Ability to adapt and handle changing priorities in a dynamic work environment
Equipped to have necessary conversations with patients and families

Nice To Haves

additional education or certifications in healthcare administration is a plus
Post-secondary education, such as an associate degree or coursework in healthcare administration or a related field preferred
Medical terminology course or equivalent experience preferred
1-2 years of experience in an administrative role
Familiarity with healthcare environments including exposure to patient interactions and interdisciplinary clinical teams is advantageous
Experience in a customer service role is desirable, especially if it involved interactions with patients, families, and healthcare professionals

Responsibilities

Coordinates and manages patient information, facilitates communication, and ensures a smooth flow of information for effective patient care.
Updates patient demographics (e.g. add contacts and relationship).
Navigates patient and family questions and feedback, escalates any concerns out of scope to appropriate personnel/management.
Liaises with internal departments and external regional programs, healthcare facilities and partners to book/cancel tests, appointments, internal patient transfer, external patient transport/escort, follow up on missing results, etc., as required.
Enters data including appointment requests and patient transfers.
Notifies appropriate personnel of patient movement, when test results are ready to review, appointments and other patient information in a timely and accurate manner.
Answers patient call bells, responding to inquiries within the scope of authority and contacting the most appropriate person to respond to the patient’s needs.
Prepping paper chart for HIM after discharge.
Compiling transfer paperwork for receiving hospital/facility.
Ensures patient charts are sent to Health Records with all accurate and required patient information.
Updates WHIMS/MDS binders/information sheets as required.
Whiteboard or other audits in patient rooms or on the unit, as required.
Enters data into Critical Care Information System (CCIS).
Greets visitors, staff, professional staff, learners and volunteers, directing them to appropriate personnel and/or destination/room providing assistance as required.
Greets and admits patients to the unit. May also perform unit patient registration function, confirming/validating patient demographic, insurance (including OHIP) and other required information as appropriate.
Explains hospital policy and procedures to patients, visitors, staff, professional staff, learners and volunteers as necessary (including infection prevention and control).
Answers the telephone and/or intercom, responding to inquiries within scope of authority or directing to most appropriate person.
Updates department “fan-out” list as required.
Orders requisitions and maintains office/medical supplies. Counts and labels inventory as required.
Ensures equipment and furniture are operational. Prepares work order requests for preventative and restorative maintenance/repair as required.
Contacts environmental services for cleaning of equipment and/or unit as required.
Processes routine financial transactions including unit supply/inventory purchase and charges for services/items not covered by patient’s healthcare plan.
Liaises with Clinical/Team leader on changes to flow of patients and updates assignment sheets if needed.
Attends and contributes to unit huddles.
Completes unit checklists.
Opens, sorts, and distributes incoming mail and other materials.
Takes, prioritizes and relays messages for unit staff and/or patients. Locates unit staff, pages healthcare professionals as required.
Places orders from Print Shop for any documentation needed on the unit.
Supporting staff and leadership with the scheduling and timekeeping system and finding the information required.
Liaising with the assigned Scheduling Clerk(s) to ensure alignment between the unit and the Workforce Management Office (WMO) on staffing.
Accessing schedule(s) for the unit as required to address inquiries by staff, leaders, professional staff and learners.
Update patient demographics entered in EPIC, ensuring all contact information is current including verification of all telephone numbers and address, family doctor and emergency contacts.
Scheduling and coordination of follow-up care appointments for patients.
Initiate service task requests in EPIC (e.g. Bloodwork specimen deliver, stretcher requests).
Patient transport requests.
Updating Primary Care Provider (PCP) contact information.
Compiling discharge paperwork.
Supports others in Epic with functionality.
Maintain patient visitor lists/passwords.
Using the Unit Manager Task management function, contribute to bed management.
Patient tracking – on/off unit.
Create packing list for specimen transport from designated units (including OR) to lab.
Unplanned surgical case booking – updating snap board (Epic-OR and OB UCAs).
Admitting and discharging patient on Unit Manager.
Accountability for patient bed preference and connecting with bed desk.
Ability to integrate Epic labs.
Consult follow ups and tracking response times for possible escalation.
Collects information for registration, billing and accommodations.
May be required to stock unit carts and/or supply areas.
Provide support for the Clinical/Team Leader or Charge Nurse.
Order all government forms for different scenarios.
Compile statistical data to generate and prepare standardized reports on a monthly basis.
Adapts to a dynamic work environment by undertaking cross-functional responsibilities and additional duties in alignment with the job classification, ensuring comprehensive support as needed.
Works in compliance of the Occupational Health and Safety Act and its regulations, reporting hazards, deficiencies and contraventions of the Act, in a timely manner.