Unit Coordinator, M7E, 24 Hours (Day/ Evenings / Every Other Weekend)

Responsible for the overall clerical functions of the nursing station/front desk. Working collaboratively with the clinical team, the Unit Coordinator participates in delivery of patient care by providing a variety of clerical, customer relations, and support services to patients, their families/visitors, and healthcare team members.

Schedule: Part Time (24 Hours, Day/Evenings/Every Other Weekend)

Responsibilities

• Care of the Patient and Family/Visitors:
  • Performs a variety of direct service activities to ensure that patients and their families/visitors receive timely information and appropriate responses to their needs.
  • Greets and directs patients, families, visitors, and staff in a friendly, courteous, positive customer service manner.
  • Identifies self and provides informative, non-clinical information when requested.
  • Coordinates activities of front desk/office support services and performs clerical duties for the department.
  • Answers/responds to telephone calls and inquiries in a timely manner; handles inquiries and refers calls to appropriate personnel.
  • Checks and replies to BMC e-mail frequently during shift.
  • Checks voice messages and follows up on messages during the shift.
  • For Respiratory Therapy Dept.: Logs in to the pulmonary function test (PFT) extension at the start of each shift, following breaks and lunch; logs off the PFT extension at the start of breaks, lunch, and at the end of the shift.
  • Uses manual/computer programs/terminals for access and data entry of patient information; verifies and updates as necessary, prints reports, faxes as needed, orders items, schedules appointments, verifies information, etc.
  • Answers patient call lights in a timely manner and responds to patient requests within the scope of the role; seeks assistance from the clinical team as appropriate.
  • Follows up on call light requests to ensure nursing staff has responded.
  • Maintains communication data (e.g., computer, charge/white boards, daily communication sheets, assignment sheets) and updates room name tags and precaution labels.
  • Participates in orienting patients to their room, call light, telephones, and the unit by distributing welcome letters and informational packets.
  • Initiates daily RN phone assignment, logs RN daily phone numbers, and demonstrates appropriate procedures to triage calls through the patient call system.
  • Secures patients’ personal property and belongings according to hospital procedures (e.g., labeling patient belongings, sending valuables to the safe).
  • Ensures a patient belongings list for every patient; upon discharge, copies the belongings list and files it in a binder or other designated location.
  • Monitors healthcare computer software systems (e.g., SCM, SDK, GE) and Bed Board for new discharge orders; prints discharge summaries, places them in charts, makes clinic appointments for patients prior to discharge, and documents as required.
  • Handles and distributes mail, flowers, gifts, etc.
  • Facilitates patient/family/visitor access to available hospital services such as the cafeteria, chapel, gift shop, parking, cashier, etc.
  • Identifies emergency situations and initiates appropriate response actions within the scope of the role; is familiar with the area disaster plan and unit.
  • Coordinates and makes appointments for transportation for patients and related materials (e.g., VA, chair car, patient transport, medical records, specimens, blood products, requisitions) in a timely manner using computer software/terminals for data entry.
• Interface Among Various Departments:
  • Works collaboratively with other units, services, and departments to ensure patients, families, visitors, and staff receive needed services, information, and materials.
  • Takes initiative to identify and resolve/respond to questions and/or discrepancies; acts within the scope of the role and refers issues to appropriate team members as needed.
  • Performs a variety of office and clerical functions, such as photocopying, sending and receiving fax transmissions, and responds appropriately.
  • Checks copier daily and replaces paper as needed; calls for service of copier as needed.
  • Coordinates unit’s communications including placing alpha-numeric text pages to physicians or appropriate staff, calling family members/next of kin, etc.
  • May assist in patient admission, discharge, and transfer processes by obtaining and managing insurance pre-approvals, verifying demographic information, completing free-care applications, and creating medical records.
• Medical Record and Order Entry:
  • Maintains accurate, complete, up-to-date patient care records as defined by hospital policy.
  • Prepares charts and labels on admission with appropriate documentation sheets and places appropriate clinical pathways in bedside charts, as ordered.
  • Maintains complete and accurate medical records through timely filing of results and treatment documents, periodic chart thinning, and replenishing of chart forms.
  • Ensures charts have all necessary documents and labels in place.
  • Labels precaution charts with appropriate precaution labels and maintains a supply of precaution signs for patient rooms.
  • Accesses, retrieves, and enters computerized and non-computerized data (e.g., retrieving lab and test results) and communicates findings to clinical team members as appropriate.
  • Maintains statistics for the PFT Lab and Bronchoscopy areas (applies to Respiratory Therapy Clinic only).
  • Schedules and books patient appointments using manual/computer programs/terminals (e.g., SCM, IDX, GE) for access and data entry of appointment information; follows approved scheduling/appointment policy.
  • Schedules appointments on the day of request, notifies appropriate individuals as required, prints appointments as needed, and faxes information as needed.
  • Checks charts for completeness, ensures appropriate pathway sheets are in the chart, obtains discharge summaries (ensuring each page has barcode labeling), and forwards materials to the medical record room.
  • Recopies and replenishes chart forms (e.g., medication records, activity sheets) prior to expiration, ensuring each form is appropriately labeled with the correct patient’s name and medical record number.
  • Transcribes patient care orders accurately and in a timely manner as appropriate.
  • Collaborates with the healthcare team to obtain necessary information for test/procedure scheduling, including pre-test/procedure preparation scheduling (e.g., books necessary preoperative screening exams/tests in advance of scheduling surgery/procedure).
  • Coordinates patient test/procedure schedules to minimize patient travel and time off unit.
  • Communicates test/procedure/therapy schedules and relevant changes to patients, families, primary care providers, consultants, and staff as appropriate.
  • Maintains appropriate manual/computer logs, records, and unit databases (e.g., diet list, census sheets, supply log, patient board) to include updated physician coverage, current pager number, and RN name at all times, admissions, discharges, etc.
  • Ensures the unit has a current Downtime Materials Box; maintains and replenishes the Downtime Box with appropriate order sheets, Doctor’s Orders, Progress Notes, lab forms, etc.
  • Is proficient in downtime procedures and aware of the location of the Downtime Computer and Printer that can be accessed when other computers fail.
• Care of the Environment, Equipment, and Material Supplies:
  • Performs a variety of activities to ensure a clean, safe, and stocked unit environment for patients, visitors, and staff.
  • Conducts daily rounds to ensure a safe and clean environment and contacts appropriate departments/staff to address safety/cleanliness issues.
  • Initiates work/repair orders using computer software/terminals for access and data entry; logs issues with the ITS rounder or help desk.
  • Arranges for delivery of expired/broken equipment/materials to appropriate repair sites; tracks and returns borrowed/rented equipment.
  • As directed by the manager, logs/completes daily patient charges/billing, inclusive of appropriate billing codes, either manually or via automated systems according to department/hospital standards; ensures billing is complete and without errors.
  • Checks inventories, orders, maintains, and restocks to par level supplies of papers, forms, and office supplies according to par levels and budget targets using online ordering computer systems or paper systems; organizes work and storage areas.
  • Verifies amounts received as ordered; orders other supplies as requested.
  • Competent in ordering supplies online using Lawson, RSS, Staples, RR Donnelly, etc.
  • Participates in searches for missing patients, belongings, and/or equipment.
  • Maintains and troubleshoots basic office equipment including but not limited to daily reboot of computers, loading printers/photocopiers with paper, point-of-service monitors, printers, fax machines, and addressographs.
• Work Rules, Standards, and Competency Compliance:
  • Acts in a manner that supports a positive and collaborative work environment and is congruent with established standards, policies, procedures, and regulations.
  • Conforms to hospital universal standards of performance and conduct, including those pertaining to patient rights and BMC Standards of Behavior, to provide the best possible customer service and patient care.
  • Works cooperatively and constructively with all staff members and takes appropriate steps to resolve interpersonal conflicts, seeking assistance from supervisors when needed.
  • Seeks out and acts upon constructive feedback regarding daily performance and works toward achieving goals identified during performance evaluations.
  • Participates in staff meetings, departmental/unit initiatives, quality improvement projects, and committee meetings as assigned (e.g., cost containment activities); if unable to attend non-mandatory activities, reviews meeting minutes and documents review to become knowledgeable of issues discussed.
  • Complies with established practice standards, policies, procedures, protocols, guidelines, and regulations (e.g., DPH, Joint Commission, Fire Codes, OSHA).
  • Follows established Conduct and Attendance, Safety, and Infectious Control policies/standards; remains consistently available on the unit.
  • Participates in ongoing educational activities to maintain competency and update requisite skills in the area of responsibilities; maintains an accurate annual educational record.
  • Completes annual mandatory educational requirements (e.g., safety regulation and infection control review, departmental and unit-specific competencies).
  • Maintains a presentable appearance in accordance with the dress code; wears assigned uniform while on duty and has a visible Hospital ID badge identifying self as a Unit Coordinator.
  • Assists in the orientation of new staff and serves as a resource to float staff on the unit.
  • Adapts to changing patient and unit needs, including offering assistance to other team members, floating, adjusting assignments, running unit/patient errands when requested or needed.
  • Collaborates with the charge nurse/supervisor to coordinate break periods with unit activities.
  • Remains knowledgeable of and demonstrates reliability in regard to established work rules and policies such