Health Unit Coordinator - 100%

Norwood Health Center; Marshfield (WI); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Wisconsin Retirement System (WRS)

457 deferred compensation plan

Vacation and Sick Time

10 Paid Holidays

Flexible Spending Account

Life Insurance

Short and Long-Term Disability

Wellness Incentive Plan

Public Student Loan Forgiveness (PSLF)

Job summary

Norwood Health Center seeks a Health Unit Coordinator to support daily operations on a locked psychiatric unit, coordinating referrals, admissions, and chart maintenance. You will serve as the primary unit receptionist, ensure documentation accuracy, and assist with safety procedures.

Applicants should have 1–2 years in healthcare/clerical roles, familiarity with medical terminology, and experience with MatrixCare or similar EMR systems.

Qualifications

• One to two years of Healthcare, Behavioral Health, or Clerical Experience Preferred.
• Prior experience as a Health Unit Coordinator, Unit Clerk, or similar role preferred.
• Knowledge of medical terminology and healthcare documentation preferred.

Responsibilities

• Receive and manage referral calls from crisis centers, hospitals, and other facilities.
• Review medical and psychiatric clearance documentation for completeness and communicate with nursing staff, physicians, and referring agencies to support admission decisions.
• Prepare admission materials, create patient charts, and assist with required documentation.
• Support belongings inventory and documentation during the admission process in collaboration with nursing staff.
• Ensure timely scanning and uploading of all admission documents into the electronic medical record (EMR).
• Serve as the unit's primary receptionist, answering phones, greeting visitors, and maintaining a calm, professional presence.
• Control access to the locked unit in accordance with safety protocols.
• Provide trauma-informed, respectful communication with patients, families, and staff.
• Monitor and process incoming and outgoing faxes, mail, and electronic communications.
• Maintain accurate and complete patient charts throughout hospitalization.
• Perform routine chart audits and ensure compliance with documentation standards.
• Scan, file, and organize documents in both paper and electronic formats.
• Prepare discharge packets, scan prescriptions, finalize care plans, and close charts at discharge.
• Support a safe and therapeutic environment by following all unit safety procedures.
• Escort approved visitors to and from the unit.
• Respond to unit emergencies (e.g., behavioral emergencies, codes) according to facility protocol.
• Follow contraband, restricted-item, and environmental safety procedures.
• Follow all policies and procedures of the Health Information Department, Admissions Unit, and Norwood Health Center.
• Attend mandatory trainings and maintain required competencies.
• Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.
• Must be familiar with and exemplify the Wood County Core Values and serve with courtesy and respect in accordance with the Wood County Code of Conduct.
• Assist with scheduling and coordination of patient discharge appointments as directed by clinical staff.
• Update unit report as directed by nurse.
• Complete release-of-information requests in accordance with HIPAA and facility policy.
• Complete patient safety checks as assigned and trained.
• Perform other duties as assigned.

Skills

Confidentiality

HIPAA compliance

MatrixCare

MS Office

Organizational skills

Trauma-informed comms

Interpersonal skills

Independent work

Tools

MatrixCare (EHR)

Microsoft Office

Job description

JOB REQUIREMENTS: PLEASE NOTE: HOURS ARE 5:00 P.M. TO 1:30 A.M., EVERY OTHER WEEKEND AND EVERY OTHER HOLIDAY.

WHO WE ARE: Wood County Norwood Health Center has a great passion for helping the members of our community. As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality services is a shared goal across all departments. If you have a background in mental health and a passion to help the members of our community, please consider joining our team!

WHAT WE OFFER

• Health Insurance - we offer low premiums and low deductibles, with excellent coverage!
• Dental Insurance
• Vision Insurance
• Wisconsin Retirement System (WRS) - This is one of the best-funded public pension plans in the U.S.!
• 457 deferred compensation plan
• Vacation and Sick Time - Start accruing for both on your first day!
• 10 Paid Holidays
• Flexible Spending Account to set aside pre-tax dollars for childcare and medical expenses
• Life Insurance
• Short and Long-Term Disability
• Wellness Incentive Plan
• Public Student Loan Forgiveness (PSLF) program

Purpose of Position

The Health Unit Coordinator (HUC) supports the daily operations of a locked psychiatric hospital unit by coordinating referrals, facilitating admissions and discharges, maintaining accurate patient records, and serving as the primary communication and reception point for the unit. This position ensures efficient workflow, supports safety protocols, and provides trauma-informed, professional interactions with patients, families, staff, and external partners. The HUC works under the supervision of the Health Information Manager and is expected to maintain reliable attendance and adhere to all Norwood Health Center and Wood County Policies.

Essential Duties And Responsibilities

1. Receive and manage referral calls from crisis centers, hospitals, and other facilities.
2. Review medical and psychiatric clearance documentation for completeness and communicate with nursing staff, physicians, and referring agencies to support admission decisions.
3. Prepare admission materials, create patient charts, and assist with required documentation.
4. Support belongings inventory and documentation during the admission process in collaboration with nursing staff.
5. Ensure timely scanning and uploading of all admission documents into the electronic medical record (EMR).
6. Serve as the unit's primary receptionist, answering phones, greeting visitors, and maintaining a calm, professional presence.
7. Control access to the locked unit in accordance with safety protocols.
8. Provide trauma-informed, respectful communication with patients, families, and staff.
9. Monitor and process incoming and outgoing faxes, mail, and electronic communications.
10. Maintain accurate and complete patient charts throughout hospitalization.
11. Perform routine chart audits and ensure compliance with documentation standards.
12. Scan, file, and organize documents in both paper and electronic formats.
13. Prepare discharge packets, scan prescriptions, finalize care plans, and close charts at discharge.
14. Support a safe and therapeutic environment by following all unit safety procedures.
15. Escort approved visitors to and from the unit.
16. Respond to unit emergencies (e.g., behavioral emergencies, codes) according to facility protocol.
17. Follow contraband, restricted-item, and environmental safety procedures.
18. Follow all policies and procedures of the Health Information Department, Admissions Unit, and Norwood Health Center.
19. Attend mandatory trainings and maintain required competencies.
20. Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.
21. Must be familiar with and exemplify the Wood County Core Values and serve with courtesy and respect in accordance with the Wood County Code of Conduct.
22. Assist with scheduling and coordination of patient discharge appointments as directed by clinical staff.
23. Update unit report as directed by nurse.
24. Complete release-of-information requests in accordance with HIPAA and facility policy.
25. Complete patient safety checks as assigned and trained.
26. Perform other duties as assigned.

OTHER EXPERIENCE AND QUALIFICATIONS

Education and Experience

One to two years of Healthcare, Behavioral Health, Or Clerical Experience Preferred. Prior experience as a Health Unit Coordinator, Unit Clerk, or similar role preferred. Knowledge of medical terminology and healthcare Documentation Preferred.

Knowledge, Skills, And Abilities

Ability To maintain confidentiality and comply with HIPAA and all applicable state and federal regulations. Proficiency with MatrixCare (EHR), Microsoft Office (Word, Excel, Outlook, Publisher), email systems, and standard office equipment. Strong organizational skills with the ability to prioritize tasks, manage interruptions, and maintain accuracy in a fast-paced environment. Ability to remain calm, professional, and effective during emergencies, high stress situations, or interactions with individuals experiencing psychiatric distress. Strong interpersonal skills and the ability to work collaboratively with physicians, nursing staff, social workers, crisis teams, and administrative personnel. Ability to learn and apply trauma informed communication principles. Ability to work independently with minimal supervision.