Unit Coordinator, 3West IMCU, 40 Hours (Days)

BMC Software•Boston, MA

6d•$20 - $26

About The Position

The Unit Coordinator is responsible for the overall clerical functions of the nursing station and front desk. Working collaboratively with the clinical team, the coordinator supports patient care by providing clerical, customer relations, and other support services to patients, families, visitors, and healthcare team members. The position is based in 3West IMCU and is scheduled for 40 hours on days, including every other weekend. The role includes greeting and assisting people at the unit, responding to calls and messages, maintaining patient records and unit communications, coordinating appointments and transportation, supporting admission, discharge, and transfer processes, and helping ensure that patients and families receive timely information. The coordinator also helps maintain a clean, safe, organized, and well-stocked unit; monitors and troubleshoots basic office equipment; and follows hospital policies, safety and infection-control procedures, and standards of professional conduct. Other duties may be assigned as needed. The position requires a high school education or GED, completion of competency requirements as offered, and one to two years of clerical experience; healthcare experience is preferred. Candidates need English communication skills, medical terminology knowledge, computer proficiency, basic office equipment skills, strong interpersonal and organizational abilities, and the physical ability to meet the job’s core requirements. Multilingual skills appropriate to the patient population are preferred.

Requirements

High school education or GED.
Must complete competency requirements as offered.
One to two years of previous clerical experience.
Demonstrated ability to speak, read, and write English effectively.
Ability to accurately interpret and use medical terminology and abbreviations.
Proficiency with computer software, including Microsoft Office (Word, Excel, and Outlook) and hospital systems such as SEM, IDX, and SDK.
Ability to use and troubleshoot basic office equipment.
Strong interpersonal skills and ability to interact appropriately with nursing staff, patients, families, visitors, physicians, and other hospital staff in a fast-paced environment.
Organizational skills to set priorities and efficiently complete assigned work.
Ability to apply basic administrative skills, including typing, filing, and telephone skills.
Physical ability to meet core job requirements in accordance with the demands of the practice setting and patient populations served.

Nice To Haves

Healthcare setting experience.
Multilingual skills in languages appropriate to the patient populations served by Boston Medical Center.

Responsibilities

Greet and direct patients, families, visitors, and staff, provide appropriate non-clinical information, and respond courteously to requests.
Coordinate front desk and office support services, perform clerical work, answer and direct telephone calls, and check and respond to email and voice messages during the shift.
Use manual and computerized systems to access, enter, verify, and update patient information; print reports; send faxes; order items; and schedule appointments.
Respond promptly to patient call lights and requests within the scope of the role, seek clinical assistance as appropriate, and follow up to ensure nursing staff have responded.
Maintain unit communication tools and information, including computer systems, boards, communication and assignment sheets, room name tags, and precaution labels.
Orient patients to their rooms, call lights, telephones, and the unit by distributing welcome letters and informational packets.
Initiate daily RN phone assignments, log RN phone numbers, and triage calls through the patient call system according to procedure.
Secure and document patient belongings according to hospital procedures, including maintaining belongings lists and filing copies after discharge.
Monitor healthcare software and the Bed Board for discharge orders; print and file discharge summaries; arrange clinic appointments; and document as required.
Handle and distribute mail, flowers, and gifts, and help patients, families, and visitors access hospital services.
Recognize emergency situations and initiate appropriate actions within the role; remain familiar with the unit and area disaster plan.
Arrange transportation for patients and coordinate transport of related materials, such as medical records, specimens, and blood products.
Coordinate with other units, services, and departments to help patients, families, visitors, and staff obtain needed services, information, and materials.
Identify and address questions or discrepancies within the scope of the role and refer issues to appropriate team members.
Perform office functions including photocopying, faxing, checking copier supplies, and arranging copier service when needed.
Coordinate unit communications, including paging physicians or staff and contacting family members or next of kin as appropriate.
Assist with admission, discharge, and transfer processes, including insurance pre-approvals, demographic information, free-care applications, and medical records.
Prepare and maintain patient charts, labels, clinical pathway materials, precaution labels, and other required documentation; file results and treatment documents and replenish chart forms.
Access, retrieve, and enter computerized and non-computerized data, including lab and test results, and communicate findings to clinical team members as appropriate.
Schedule and book appointments according to policy, notify appropriate individuals, print appointment information, and fax information as needed.
Check charts for completeness, ensure required documents and labels are present, and prepare discharge materials for forwarding to medical records.
Transcribe patient care orders accurately and promptly as appropriate.
Coordinate test, procedure, and therapy scheduling with the healthcare team, including required preparation, and communicate schedules and changes to relevant parties.
Maintain unit logs, records, and databases, including diet lists, census sheets, supply logs, patient boards, physician coverage, pager numbers, RN names, admissions, and discharges.
Maintain and replenish the unit Downtime Materials Box and know the locations and procedures for downtime computer and printer access.
Conduct daily rounds to identify environmental safety and cleanliness needs and contact appropriate departments or staff to address them.
Initiate work and repair orders, report issues through the ITS rounder or help desk, arrange repair or delivery of broken or expired equipment, and track borrowed or rented equipment.
Complete patient charges and billing as directed, using appropriate codes and following department and hospital standards.
Check, order, maintain, and restock supplies to par levels; verify delivered quantities; organize storage areas; and use designated online or paper ordering systems.
Participate in searches for missing patients, belongings, or equipment.
Maintain and troubleshoot basic office equipment, including computers, printers, photocopiers, monitors, fax machines, and addressographs.
Follow hospital performance, conduct, patient-rights, safety, infection-control, and other applicable standards, policies, procedures, and regulations.
Work cooperatively with staff, seek and act on constructive feedback, and participate in meetings, unit initiatives, quality improvement projects, and committees as assigned.
Complete ongoing competency and mandatory education requirements and maintain an accurate annual education record.
Maintain a presentable appearance, wear the assigned uniform, and display the hospital identification badge while on duty.
Assist with orientation of new staff and serve as a resource to float staff on the unit.
Adapt to changing unit and patient needs, assist team members, float or adjust assignments when requested, and coordinate breaks with the charge nurse or supervisor.
Perform other duties as needed.