Unit Coordinator (40 hrs/week, Evenings) - Adult Complex Med Unit

tuftsmedicine; United States; On-site; USD 42,000 - 64,000; Full time

Job summary

Tufts Medicine seeks an administrative and business support professional to coordinate patient activity and information across unit and practice areas, ensuring adherence to approved policies and procedures.

The role involves clerical duties, chart preparation, data entry, interdepartmental liaison, and routine reporting under moderate supervision, contributing to efficient hospital operations.

Qualifications

• High school diploma or equivalent.
• One year of customer service experience in healthcare or customer-facing setting.
• Associate's degree preferred.

Responsibilities

• Remains in constant communications with admissions on status of patients, transfers, admissions, discharges, bed changes and shifts.
• Review bed assignments and relay information to clinical staff.
• Greet and direct patients, visitors, physicians and hospital personnel according to service standards.
• Initiate and maintain patient charts, file data, and prepare records for Medical Records upon discharge.
• Prepare and maintain medical records, label admissions, file paperwork, and organize reports and notes.
• Update patient names, bed boards, and clinical charts with current data such as diet, condition, allergies, height and weight.
• Transcribe physician orders to appropriate information sites and ensure follow-through.
• Support nursing unit communication by answering calls, triaging and relaying messages.
• Use hospital systems to enter, verify orders, retrieve data and generate reports; report malfunctions.
• Coordinate with case management, social workers and nursing staff for follow-up appointments.
• Coordinate communications during emergencies or STAT requests.
• Follow through on orders after off-shift hours and weekends.
• Coordinate unit activities during electronic downtime.
• Facilitate delivery of time and attendance records.
• Monitor inventory of forms, supplies and equipment; track and return rentals.
• Share information at staff meetings and assist with orientation of new coordinators.

Skills

Administrative tasks

Communication

Patient coordination

Clerical skills

Education

High school diploma

Associate's degree or equivalent

Job description

Schedule

Monday - Friday 3 pm - 11:30 pm. No rotating holidays required.

Job Profile Summary

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a "hands on" environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education. Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation.

Job Overview

This position coordinates the flow of patient activity and information on the unit/practice areas, based upon currently approved policies and procedures recognized by the hospital. This position, under the direction of clinical leadership, performs a variety of clerical duties, is a liaison to all departments, and is a communication link between patient care, customer service, and the unit.

Job Description

Minimum Qualifications:

• 1. High school diploma or equivalent.

Preferred Qualifications:

• 1. One (1) year of customer service experience in a healthcare or customer facing setting.
• 2. Associate's degree.

Duties and Responsibilities:

• 1. 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.
• 2. Responsible for review of bed assignments and relaying this information to clinical staff.
• 3. 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.
• 4. Initiates, assembles and maintains patient charts on the assigned unit in appropriate, functional order according to hospital policy. Files pertinent data in appropriate patient's record. Prepares charts for Medical Records upon discharge.
• 5. Prepares and maintains medical records, in accordance to hospital standards and policy, including labeling patient name on admission forms, filing all paperwork in medical record, sorting EKG's, x-rays, pathology reports, operative notes, progress notes, consultations, etc., for current, discharged, and transferred patients.
• 6. Labels patient names and updates bed boards, bedside charts, and computer information, including diet, condition, allergies, height and weight of new and current patients.
• 7. Transcribes physician orders to appropriate information sites which may include: Sorian, nursing kardex, MAR (medication administration record), intervention sheet, diet sheet and other documents utilized and completes necessary follow through.
• 8. Supports effective and efficient communication for the nursing unit by promptly answering phone, triaging calls, and relaying messages to staff using appropriate etiquette. Coordinates communications regarding outside services, transfers (external or internal), discharges to another facility and/or physician changes as they occur.
• 9. Utilizes hospital computer systems accurately to enter orders, verify orders, retrieve data and generate reports. Reports malfunction to help desk.
• 10. Collaborates with case management staff, social workers and nursing staff to facilitate follow up appointments within the hospital or upon discharge.
• 11. Coordinates communication during emergency situations or STAT requests or orders.
• 12. Follows through with orders unable to be completed during the off-shift and weekends.
• 13. Responsible for coordination of unit activities during electronic downtime.
• 14. Facilitates timely delivery of time and attendance records.
• 15. Monitors available quantity and documentation of forms, materials, supplies and equipment inventory. Responsible for tracking and returning of rental equipment.
• 16. Responsible for information shared at all staff meetings (by attending, reading minutes or virtual).
• 17. Assists with orientation and training of new unit coordinators as designated by the department leadership.