Hospital Unit Coordinator: Patient Flow & Admin Lead

Tufts Medicine; Boston (MA); On-site; USD 2,493,000 - 3,239,000; Full time

Job summary

Tufts Medicine seeks an administrative support specialist to coordinate patient activity and provide clerical support across units, under clinical leadership. You will manage patient charts, admissions, bed assignments, and communications with multiple departments to ensure smooth operations.

The role emphasizes data entry, medical records handling, and collaboration with case management and nursing staff to arrange follow-up appointments and transitions of care.

Qualifications

• Minimum Qualifications: High school diploma or equivalent.
• Preferred Qualifications: One (1) year of customer service experience in a healthcare or customer facing setting.
• Preferred Qualifications: Associate’s degree.

Responsibilities

• Remains in constant communications with admissions on the status of all patients including transfers, admissions, discharges, bed changes, bed cleaning request, and possible changes through the shift.
• Responsible for review of bed assignments and relaying this information to clinical staff.
• Receives, greets and directs patients, visitors, physicians, and hospital personnel arriving on or calling a patient care unit in a manner consistent with service excellence expectations and hospital standards of behavior.
• Initiates, assembles and maintains patient charts on the assigned unit in appropriate, functional order according to hospital policy.
• Prepares and maintains medical records, in accordance to hospital standards and policy, including labeling patient name on admission forms and filing all paperwork in medical records.
• Labels patient names and updates bed boards, bedside charts, and computer information.
• Transcribes physician orders to appropriate information sites and completes necessary follow through.
• Supports effective and efficient communication for the nursing unit by promptly answering phone, triaging calls, and relaying messages to staff.
• Utilizes hospital computer systems to enter orders, verify orders, retrieve data and generate reports.
• Collaborates with case management staff, social workers and nursing staff to facilitate follow up appointments.
• Coordinates communication during emergency situations or STAT requests or orders.
• Follows through with orders unable to be completed during the off-shift and weekends.
• Responsible for coordination of unit activities during electronic downtime.
• Facilitates timely delivery of time and attendance records.
• Monitors available quantity and documentation of forms, materials, supplies and equipment inventory.
• Responsible for information shared at all staff meetings.
• Assists with orientation and training of new unit coordinators.

Skills

Excellent communication

Organizational skills

Customer service

MS Word

MS Excel

MS Outlook

Medical terminology

Education

High school diploma

Associate’s degree (preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Tufts Medicine seeks an administrative support specialist to coordinate patient activity and provide clerical support across units, under clinical leadership. You will manage patient charts, admissions, bed assignments, and communications with multiple departments to ensure smooth operations.

The role emphasizes data entry, medical records handling, and collaboration with case management and nursing staff to arrange follow-up appointments and transitions of care.