Unit Coordinator, L&D, Per Diem

BMC Software•Boston, MA

1d•Onsite

About The Position

The Unit Coordinator is responsible for the overall clerical functions of the nursing station/front desk. This role involves working collaboratively with the clinical team to deliver patient care by providing a variety of clerical, customer relations, and support services to patients, their families/visitors, and healthcare team members.

Requirements

High school education or GED.
Must complete competency requirements as offered.
One to two years previous clerical experience.
Demonstrated competence to effectively speak, read and write English.
Ability to accurately interpret and utilize medical terminology and abbreviations.
Demonstrated proficiency with various computer software systems, including Microsoft Office (Word, Excel, Outlook, etc.) and hospital wide systems such as SEM, IDX, SDK, etc.
Ability to use and troubleshoot basic office equipment.
Excellent 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 effectively set priorities and efficiently complete assigned work.
Ability to effectively apply basic administrative skills, e.g., typing, filing, telephone skills, etc.
Work requires physical ability to meet core job requirements in accordance with practice setting demands for the patient populations regularly served.
All staff to be vaccinated against COVID-19 and flu, as well as receive a booster dose of the COVID-19 vaccine.

Nice To Haves

Healthcare setting preferred (for clerical experience).
Multilingual skills (beyond that of English) in languages appropriate to the patient populations served by the Boston Medical Center are preferred.

Responsibilities

Perform a variety of direct service activities to ensure that patients and their families/visitors receive timely information and appropriate responses to their needs.
Greet and direct patients, families, visitors and staff in a friendly courteous positive customer service manner.
Identify self.
Provide informative, non-clinical information when requested by patients, families, staff or visitors.
Interact in a courteous professional manner.
Coordinate activities of front desk/office support services.
Perform clerical duties for the department.
Answer/respond to telephone calls and inquiries in timely manner.
Handle inquiries; refer calls/inquires to appropriate personnel in a timely manner.
Check and reply to BMC e-mail frequently during shift.
Check voice messages and follow up on messages during the shift.
Log in to the pulmonary function test (PFT) extension at the start of each shift, following breaks and lunch (for Respiratory Therapy Dept).
Log off the PFT extension at the start of breaks, lunch and at the end of the shift (for Respiratory Therapy Dept).
Use manual/computer programs/terminal for access & data entry of patient information, verify and update as necessary, print reports, fax as needed, order items as needed, schedule appointments, verify information etc.
Answer patient call lights in a timely manner and immediately, if possible.
Respond to patient requests within the scope of his/her role, seek assistance from the clinical team as appropriate.
Follow-up on call light requests to ensure nursing staff has responded.
Maintain communication data, i.e. computer, charge/white boards, daily communication sheets, assignment sheets, updates room name tags, pre-caution labels i.e.
Participate in orienting patient to their room, call light, telephones and the unit by distributing welcome letters and informational packets.
Initiate daily RN phone assignment, log RN daily phone numbers, and demonstrate appropriate procedures to triage calls through patient call system.
Secure patients’ personal property and belongings according to hospital procedures, e.g., labeling patient belongings, sending valuables to the safe, etc.
Ensure a patient belongings list for every patient.
Upon discharge copy belongings list and file in binder/other designated location.
Monitor healthcare computer software systems (i.e., SCM, SDK, GE, etc) and Bed Board for new discharge orders, print discharge summaries, place discharge summaries in chart, make clinic appointments for patient prior to discharge, document as required.
Handle and distribute mail, flowers, gifts, etc.
Facilitate patient/family/visitor access to available hospital services such as, the cafeteria, chapel, gift shop, parking, cashier, etc.
Identify emergency situations and initiate appropriate response actions within the scope of his/her role.
Be familiar with area disaster plan and unit.
Coordinate and make appointments for transportation for patients and related materials, e.g., VA, chair car, patient transport, medical records, specimens, blood products, requisitions, etc., in a timely manner.
Use computer software /terminal for access data entry.
Work collaboratively with other units, services, and departments to ensure patients, families, visitors and staff receive needed services information, and materials.
Take initiative to identify and resolve/respond to questions and/or discrepancies; act within the scope of his/her role and refer issues to appropriate team members as needed.
Perform a variety of office and clerical functions, such as photocopying, sending and receiving fax transmissions; take actions to respond appropriately.
Check copier daily and replace paper as needed.
Call for service of copier as needed.
Coordinate unit’s communications including but not limited to, placing alpha numeric text pages to physicians or appropriate staff; calling family members/next of kin, etc.
Assist in patient admission, discharge and transfer processes by obtaining and managing insurance pre-approvals, obtaining and verifying demographic information, completing free-care applications obtaining and creating medical records.
Maintain accurate, complete, up-to-date patient care records as defined by hospital policy.
Prepare charts and labels on admission with appropriate documentation sheets and place appropriate clinical pathways in bedside charts, as ordered.
Maintain complete and accurate medical records through timely filing of results and treatment documents, periodic chart thinning and replenishing of chart forms.
Ensure that chart made for the patient has all necessary documents and labels in place, etc.
Label precaution charts with appropriate precaution labels.
Maintain supply of precaution signs for patient rooms.
Access, retrieve and enter computerized and non-computerized data, e.g., retrieving lab and test results, etc.
Communicate findings to clinical team members as appropriate.
Maintain statistics for the PFT Lab and Bronchoscopy areas (applies to Respiratory Therapy Clinic only).
Schedule and book patient appointments.
Use manual/computer programs/terminal i.e. SCM, IDX, GE i.e. for access & data entry of appointment information.
Follow the approved scheduling/appointment policy.
Schedule appointment on day of request.
Notify appropriate individuals as required.
Print appointments as required.
Fax information as needed.
Check chart for completeness.
Check to ensure that appropriate pathway sheet is in the chart.
Obtain discharge summaries, ensuring each page has barcode labeling etc., prior to forwarding materials to medical record room.
Recopy and replenish chart forms, e.g., medication records, activity sheets, etc., prior to expiration, ensuring each form is appropriately labeled with the correct patient’s name and medical record number.
Transcribe patient care orders accurately and in a timely manner as appropriate.
Collaborate with the healthcare team to obtain necessary information for test/procedure scheduling inclusive of necessary pre-test/procedure preparation scheduling, e.g., book necessary, preoperative screening exams/tests in advance of scheduling surgery/procedure; coordinate patient test/procedure schedule to minimize patient travel and time off unit.
Communicate test/procedure/therapy schedule and relevant changes to patients, families, primary care providers, consultants, and staff as appropriate.
Maintain appropriate manual/computer logs records, and unit databases, e.g., diet list, census sheets, supply log, and patient board to include updated physician coverage, current pager number and RN name at all times, admissions, discharges, etc.
Ensure that the unit has a current Downtime Materials Box.
Maintain and replenish Downtime Box with appropriate order sheets, Dr's Orders, Progress Notes, lab etc.
Be proficient in downtime procedures and aware of location of Downtime Computer and Printer that can be accessed when other computers fail.
Perform a variety of activities to ensure a clean, safe and stocked unit environment for patients, visitors and staff.
Conduct daily rounds, to ensure safe and clean environment and contact appropriate Department/staff to clean, transport, and/or to address other safety/cleanliness issues.
Initiate work/repair orders uses computer software /terminal for access data entry.
Log issues with the ITS rounder or to the help desk.
Arrange for delivery of expired/broken equipment/materials to appropriate repair site.
Track and return borrowed/rented equipment.
As directed by manager, log/complete daily patient charges/billing, inclusive of appropriate billing codes, either manually or via automated systems according to department /hospital standards.
Insure billing is complete and without errors.
Check inventories, order, maintain and restock to par level supply of papers, forms and office supplies according to par levels and budget targets using on line ordering computer system or paper systems.
Organize work and storage area.
Verify amounts received as ordered.
Order other supplies as requested.
Be competent in ordering supplies online using Lawson, RSS, and Staples, RR Donnelly i.e.
Participate in searches for missing patients, belongings and/or equipment.
Maintain and troubleshoot basic office equipment including but not limited to, daily reboot of computer, load printer/photocopier with paper, point-of-service monitors, printers, fax machines, addressograph, etc.
Act in a manner that supports a positive and collaborative work environment and that is congruent with established standards, policies, procedures, and regulations.
Conform to hospital universal standards of performance and conduct, including those pertaining to patient rights and BMC Standards of Behavior, so that the best possible customer service and patient care may be provided.
Work cooperatively and constructively with all staff members and take appropriate steps to effectively resolve interpersonal conflicts seeking assistance from his/her supervisor when needed.
Seek out and act upon constructive feedback regarding daily performance and work toward achieving goals identified during performance evaluations.
Participate in staff meeting, departmental/unit initiatives, quality improvement projects and committee meetings as assigned i.e. cost containment activities as needed.
If unable to attend non-mandatory activities, accept responsibility to review meeting minutes and document review and become knowledgeable of issues discussed.
Comply with established practice standards, policies, procedures, protocols, guidelines, and regulations, e.g., DPH, Joint Commission, Fire Codes, OSHA, etc.
Follow established Conduct and Attendance, Safety, and Infectious control policies/standards; consistently available on the unit.
Participate in ongoing educational activities to maintain competency and update requisite skills in his/her area of responsibilities; maintain accurate annual educational record.
Complete annual mandatory educational requirements, e.g., safety regulation and infection control review, departmental and unit specific competencies, etc.
Maintain a presentable appearance in accordance with dress code.
Wear assigned uniform while on duty.
Wear and have visible Hospital I.D. badge that identifies self as a Unit Coordinator.
Assist in orientation of new staff, and serve as a resource to float staff on your unit.
Adapt to changing patient and unit needs including but not limited to offering assistance to other team members, floating, adjusting assignments, running unit/patient errands when requested, needed, etc.
Collaborate with charge nurse/supervisor to coordinate break periods with unit activities.
Remain knowledgeable of and demonstrate reliability in regard to established work rules and policies such as hours of work, attendance, punctuality standards, uniforms, etc.
Utilize hospital’s cultural beliefs as the basis for decision making and to support the hospital’s mission and goals.
Follow established hospital infection control and safety procedures.
Perform other duties as needed.

Benefits

Generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy)
Contract increases
Flexible Spending Accounts
403(b) savings matches
Earned time cash out
Paid time off
Career advancement opportunities
Resources to support employee and family wellbeing

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