Health Unit Coordinator - FT

Getactivewoodcounty; Marshfield (WI); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

457 deferrred compensation plan

Vacation and Sick Time

10 Paid Holidays

Flexible Spending Account

Life Insurance

Short and Long-Term Disability

Wellness Incentive Plan

PSLF program

Job summary

Wood County Norwood Health Center is seeking a Health Unit Coordinator to support the daily operations of a locked psychiatric unit. You will coordinate referrals, admissions, and patient flow, maintain charts, and serve as the frontline receptionist while ensuring safety procedures are followed.

Strong HIPAA knowledge and trauma-informed communication are essential. Ideal candidates have high school diploma and 1–2 years in healthcare/clerical roles, with proficiency in MatrixCare and Microsoft

Qualifications

• Confidentiality and HIPAA compliance required.
• Experience with healthcare documentation is preferred.
• Strong organizational and communication skills are essential.

Responsibilities

• Coordinate referrals, admissions, and patient flow.
• Serve as primary receptionist and manage unit access per safety protocols.
• Maintain accurate patient charts and discharge documentation.
• Assist with scanning, filing, and organizing documents in paper/electronic formats.
• Support safety procedures and emergencies per protocol.
• Complete release-of-information requests per policy.

Skills

Confidentiality

MatrixCare (EHR)

Organization

Calm under pressure

Interpersonal skills

Trauma-informed communication

Independence

Education

High school diploma or equivalent

Tools

MatrixCare

Microsoft Office

Job description

Wood Countyis an Equal Opportunity Employer (M/F/D/V).

PLEASE NOTE: HOURS ARE MONDAY THROUGH FRIDAY, 8 A.M. TO 4:30 P.M.

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:

In addition to who we are, Wood County team members are offered competitive salaries, flexible schedules, and excellent benefits, including:

• 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

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Referral, Admission, and Patient Flow Coordination

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. Meet with patients upon admission to obtain financial billing information and answer questions regarding client rights forms, consent to bill third party payers, and hospital fees.

Reception and Communication

1. Serve as the unit’s primary receptionist, answering phones, greeting visitors, and maintaining a calm, professional presence.
2. Control access to the locked unit in accordance with safety protocols.
3. Provide trauma-informed, respectful communication with patients, families, and staff.
4. Monitor and process incoming and outgoing faxes, mail, and electronic communications.
5. Provide front desk reception coverage during lunch and breaks and serve as the backup receptionist during vacation or sick leave.

Chart Management and Documentation

1. Maintain accurate and complete patient charts throughout hospitalization.
2. Perform routine chart audits and ensure compliance with documentation standards.
3. Scan, file, and organize documents in both paper and electronic formats.
4. Prepare discharge packets, scan prescriptions, finalize care plans, and close charts at discharge.

Safety and Emergency Support

1. Support a safe and therapeutic environment by following all unit safety procedures.
2. Escort approved visitors to and from the unit.
3. Respond to unit emergencies (e.g., behavioral emergencies, codes) according to facility protocol.
4. Follow contraband, restricted-item, and environmental safety procedures.

Departmental and Organizational Responsibilities

1. Follow all policies and procedures of the Health Information Department, Admissions Unit, and Norwood Health Center.
2. Attend mandatory trainings and maintain required competencies.
3. Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.
4. 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.

Additional Tasks and Responsibilities

1. Assist with scheduling and coordination of patient discharge appointments as directed by clinical staff.
2. Update unit report as directed by nurse.
3. Complete release-of-information requests in accordance with HIPAA and facility policy.
4. Complete patient safety checks as assigned and trained.
5. Perform other duties as assigned.

AA/EEO

Job Qualifications:

EXPERIENCE, TRAINING, QUALIFICATIONS

Education and Experience

• High school diploma or equivalent required.
• 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.

Required Training

• CPR certification within three months of hire.
• Vistelar (or equivalent de escalation/safety) training within three months of hire.
• Completion of all annual job specific trainings and competencies required by Norwood Health Center and Wood County.