Health Unit Coordinator (HUC)- Acute Care- Casual

Mlhealth; Onamia (MN); On-site; USD 38,000 - 48,000; Full time

Job summary

Mille Lacs Health System is seeking a Health Unit Coordinator to provide administrative and clerical support on a healthcare unit. You will manage patient charts, process orders, and coordinate admissions, transfers, and discharges while maintaining HIPAA compliance.

Responsibilities include front-d desk duties, paging, scheduling, and ensuring accurate records and supply management. Day shifts with rotating holidays and a focus on team collaboration are expected.

Qualifications

• Excellent communication skills across disciplines and at various levels.
• Ability to work in a team setting.
• Attention to detail, organization, and prioritization skills.
• Computer skills including Word and Excel.
• Clerical skills and knowledge of medical terms.

Responsibilities

• Assist with patient chart and documentation management, ensuring proper labeling and chart accuracy.
• Process provider orders using the specified system and confirm unprocessed items with staff.
• Maintain and organize specialty charts and admission documents; update face sheets as needed.
• Support admissions, transfers, and discharges with accurate information and documentation.
• Handle front-desk tasks: greeting, phones, paging, and updating on-call schedules.
• Maintain unit supplies, restock nourishment areas, and ensure ED copies are current.
• Support staffing and scheduling by filling out and reviewing shift rosters and Dayforce entries.
• Respond to emergencies and safety drills, and monitor alarms and security systems.
• Maintain HIPAA compliance and general confidentiality; support ED HUC team during high census.

Skills

Communication

Teamwork

Attention to detail

Medical terms

Computer literacy

Tools

Word

Excel

Job description

Summary

The Health Unit Coordinator (HUC) plays a vital role in supporting the daily operations of a healthcare unit by providing administrative, clerical, and communication support to ensure efficient and effective patient care delivery.

Job Duties

1. Patient Chart & Documentation Management
   • Start and assemble patient charts, ensuring proper labeling with provider color code, patient name, room number, and status. Include admission orders, labeled forms, face sheet, ID bands, MIIC report, and ER chart with labs.
   • Accurately process provider written orders using the Physician Experience system; seek clarification from charge nurse or provider when needed and check charts frequently for unprocessed orders.
   • Maintain specialty charts (e.g., OB, newborn, swing-bed) and ensure they're ready for use.
   • Label and organize all admission forms accurately, including updating face sheets and patient contact information as needed.
   • Request and retrieve old patient records from Health Information or clinic charts.
   • Return old charts to the Health Information bin (first dictation office) after discharge.
   • Maintain relevant records in dictation room until patient discharge.

Maintain organized and accurate file systems; ensure chart form copies are stocked and up to date

1. Admissions, Transfers & Discharges
   • Assist the charge nurse inpatient admissions: gather information (name, HSV code, room number, oxygen/telemetry status), call down patients, prepare ID bands and safety triangles.
   • Assist with transfer coordination: help providers or charge nurses with calls, maintain detailed transfer logs, and coordinate with ambulance or helicopter services. Call maintenance to secure the helipad as needed.
   • Prepare and photocopy transfer packets for Acute Care and ER, ensuring all documents are labeled with patient stickers.
   • Fax necessary information (e.g., med orders, discharge info, referral packets, records) to appropriate destinations and document each fax per HIPAA guidelines
   • Complete Infection Control reports for patients started on antibiotics.
   • Finalize discharges: complete instructions using ExitCare, arrange follow-up appointments, notify Admissions of discharge status and time
2. Communication & Customer Service

• Greet and assist visitors and patients professionally, directing them as needed.
  • Answer phones promptly and courteously; take and deliver accurate messages to staff. Act as switchboard operator when required.
  • Page appropriate personnel and document accurately (e.g., OR team after hours, transfer notifications).
  • Maintain and update on-call provider schedules, daily call boards, and monthly call calendars.
  • Place calls to hospitals, physicians, families, and other entities for coordination of care or transfer as delegated.
  • Monitor the HUC cellphone and respond to messages daily.
  • Use paging and phone systems effectively and professionally.

1. Supplies, Inventory & Support Tasks
   • Maintain inventory of unit supplies and order from storeroom as needed.
   • Restock the nourishment room; place food orders (due Tuesdays and Fridays at noon) and submit to cafeteria.
   • Keep ED copies replenished weekly.
   • Ensure care boards are accurate and up to date.
   • Keep the unit organized and clean by putting away items and maintaining order.
   • Submit dietician referrals upon request and follow up on consultations.
2. Staffing & Scheduling
   • Assist with staffing needs for each shift.
   • Fill out and review staffing sheets and schedules daily.
   • Update Dayforce schedules weekly.
3. Emergency Response & Safety
   • Respond to traumas, stroke calls, and other emergency alerts (ER or unit-based).
   • Record trauma calls when delegated.
   • Monitor the security camera system and notify appropriate personnel in emergencies.
   • Manage monthly drills for fire, weather, and other alarms.
   • Listen to radio communications and alert ER or charge nurse as needed.
4. General Expectations
   • Maintain confidentiality in all areas in compliance with HIPAA.
   • Maintain working knowledge of office equipment (e.g., copier, computer systems) and medical record/charting
   • Collaborate with the ED HUC team when census is high, assisting with calls, messages, and document printing.
   • Consistently ensure accuracy, completeness, and timeliness

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Employee will comply with all Mille Lacs Health System (MLHS) policies, including safety policies, procedures, and rules. All will be expected to report unsafe conditions to a member of management.

Required Education and Experience

• Excellent communication skills across disciplines and at various levels.
• Ability to work in a team setting.
• Possession of attention to detail, organization, and prioritization skills.
• Computer skills including Word and Excel.
• Clerical skills desired. Knowledge of medical and technical terms desired.

Certifications

• Required Within 3 Months of Hire:

o Basic Life Support (BLS)

Preferred Education and Experience

• Experience as a Health Unit Coordinator.

Additional Eligibility Qualifications

• Professional written and verbal communication
• Expertise with computer based data
• Teamwork Orientation

• Customer/Client Focus
• Ethical Conduct
• Flexibility
• Initiative
• Personal Effectiveness/Credibility
• Stress Management/Composure
• Technical Capacity
• Thoroughness
• Time Management
• Quality and Safety focused

Position Type/Expected Hours of Work

Day shifts 0600 to 1430, evening shifts 1430 to 2300 and rotating holidays.

Supervisory Responsibility

This position does not have supervisory responsibilities.