Unit Coordinator, L&D

Boston Medical Center; Boston (MA); On-site; USD 37,000 - 48,000; Part time

Job summary

Boston Medical Center is seeking a part-time Unit Coordinator for the L&D unit to handle clerical tasks at the nursing station and front desk, while collaborating with the clinical team to support patient care. The role involves patient and family interactions, scheduling, and recordkeeping in a fast-paced environment.

Responsibilities include managing communications, preparing charts, and assisting with admission, discharge and transport coordination as needed.

Qualifications

• Requires a high school education or GED.
• One to two years clerical experience in a healthcare setting preferred.
• Proficiency with Microsoft Office and hospital systems; ability to type, file and manage communications.

Responsibilities

• Greet and direct patients, families and visitors with courteous, professional service.
• Manage front desk communications, scheduling, and patient information in hospital systems.
• Prepare and maintain patient charts, labels and related materials for admissions and discharges.
• Support nursing staff by coordinating transportation, messages and supplies as needed.

Skills

Customer service

Clerical skills

Communication

Education

High school diploma or GED

Tools

Microsoft Office

SEM

IDX

SDK

Job description

POSITION SUMMARY: Responsible for the overall clerical functions of the nursing station/front desk. Working collaboratively with the clinical team, the Unit Coordinator participates in delivery of patient care by providing a variety of clerical, customer relations, and support services to patients, their families/visitors, and healthcare team members. Position: Unit Coordinator Department: L&D Schedule: 20-hours/week

ESSENTIAL RESPONSIBILITIES / DUTIES

• Care of the Patient and Family/Visitors: Performs a variety of direct service activities to ensure that patients and their families/visitors receive timely information and appropriate responses to their needs. Greets and directs patients, families, visitors and staff in a friendly courteous positive customer service manner. Identifies self. Provides informative, non-clinical information when requested by patients, families, staff or visitors. Interacts in a courteous professional manner. Coordinates activities of front desk/office support services. Performs clerical duties for the department. Answers/responds to telephone calls and inquiries in timely manner. Handles inquiries; refer calls/inquires to appropriate personnel in a timely manner. Checks and replies to BMC e-mail frequently during shift. Checks voice messages and follows up on messages during the shift. For Respiratory Therapy Dept:, this also includes: Logs in to the pulmonary function test (PFT) extension at the start of each shift, following breaks and lunch. Logs off the PFT extension at the start of breaks, lunch and at the end of the shift. Uses manual/computer programs/terminal for access & data entry of patient information, verifies and updates as necessary, print reports, faxes as needed, order items as needed, schedule appointments, verify information etc. Answers patient call lights in a timely manner and immediately, if possible. Responds to patient requests within the scope of his/her role, seeks assistance from the clinical team as appropriate. Follows-up on call light requests to ensure nursing staff has responded. Maintains communication data, i.e. computer, charge/white boards, daily communication sheets, assignment sheets, updates room name tags, pre-caution labels i.e. Participates in orienting patient to their room, call light, telephones and the unit by distributing welcome letters and informational packets. Initiates daily RN phone assignment, logs RN daily phone numbers, and demonstrated appropriate procedures to triage calls through patient call system. Secures patients’ personal property and belongings according to hospital procedures, e.g., labeling patient belongings, sending valuables to the safe, etc. Ensures a patient belongings list for every patient. Upon discharge copies belongings list and files in binder/other designated location. Monitors healthcare computer software systems (i.e., SCM, SDK, GE, etc) and Bed Board for new discharge orders, prints discharge summaries, places discharge summaries in chart, makes clinic appointments for patient prior to discharge, documents as required. Handles and distributes mail, flowers, gifts, etc. Facilitates patient/family/visitor access to available hospital services such as, the cafeteria, chapel, gift shop, parking, cashier, etc. Identifies emergency situations and initiates appropriate response actions within the scope of his/her role. Is familiar with area disaster plan and unit. Coordinates and makes appointments for transportation for patients and related materials, e.g., VA, chair car, patient transport, medical records, specimens, blood products, requisitions, etc., in a timely manner. Uses computer software /terminal for access data entry. Interface among various departments: works collaboratively with other units, services, and departments to ensure patients, families, visitors and staff receive needed services information, and materials. Takes initiative to identify and resolve/respond to questions and/or discrepancies; acts within the scope of his/her role and refers issues to appropriate team members as needed. Performs a variety of office and clerical functions, such as photocopying, sending and receiving fax transmissions; takes actions to respond appropriately. Checks copier daily and replaces paper as needed. Calls for service of copier as needed. Coordinates unit’s communications including but not limited to, placing alpha numeric text pages to physicians or appropriate staff; calling family members/next of kin, etc. May assist in patient admission, discharge and transfer processes by obtaining and managing insurance pre-approvals, obtaining and verifying demographic information, completing free-care applications obtaining and creating medical records.

• Medical Record and Order Entry: Maintains accurate, complete, up-to-date patient care records as defined by hospital policy. Prepares charts and labels on admission with appropriate documentation sheets and places appropriate clinical pathways in bedside charts, as ordered. Maintains complete and accurate medical records through timely filing of results and treatment documents, periodic chart thinning and replenishing of chart forms. Ensures that chart made for the patient has all necessary documents and labels in place, etc. Label precaution charts with appropriate precaution labels. Maintains supply of precaution signs for patient rooms. Accesses, retrieves and enters computerized and non-computerized data, e.g., retrieving lab and test results, etc. Communicates findings to clinical team members as appropriate. Maintains statistics for the PFT Lab and Bronchoscopy areas. (applies to Respiratory Therapy Clinic only) Schedule and books patient appointments. Uses manual/computer programs/terminal i.e. SCM, IDX, GE i.e. for access & data entry of appointment information. Follows the approved scheduling/appointment policy. Schedules appointment on day of request. Notifies appropriate individuals as required. Prints appointments as required. Faxes information as needed. Checks chart for completeness. Check to ensure that appropriate pathway sheet is in the chart. Obtain discharge summaries, ensuring each page has barcode labeling etc., prior to forwarding materials to medical record room. Recopies and replenishes chart forms, e.g., medication records, activity sheets, etc., prior to expiration, ensuring each form is appropriately labeled with the correct patient’s name and medical record number. Transcribes patient care orders accurately and in a timely manner as appropriate. Collaborates with the healthcare team to obtain necessary information for test/procedure scheduling inclusive of necessary pre-test/procedure preparation scheduling, e.g., books necessary, preoperative screening exams/tests in advance of scheduling surgery/procedure; coordinates patient test/procedure schedule to minimize patient travel and time off unit. Communicates test/procedure/therapy schedule and relevant changes to patients, families, primary care providers, consultants, and staff as appropriate. Maintains appropriate manual/computer logs records, and unit databases, e.g., diet list, census sheets, supply log, and patient board to include updated physician coverage, current pager number and RN name at all times, admissions, discharges, etc. Ensures that the unit has a current Downtime Materials Box. Maintains and replenishes Downtime Box with appropriate order sheets, Dr's Orders, Progress Notes, lab etc. Is proficient in downtime procedures and aware of location of Downtime Computer and Printer that can be accessed when other computers fail.

• Care of the Environment, Equipment and Material Supplies: Performs a variety of activities to ensure a clean, safe and stocked unit environment for patients, visitors and staff. Conducts daily rounds, to ensure safe and clean environment and contacts appropriate Department/staff to clean, transport, and/or to address other safety/cleanliness issues. Initiates work/repair orders uses computer software /terminal for access data entry. Log issues with the ITS rounder or to the help desk. Arranges for delivery of expired/broken equipment/materials to appropriate repair site. Tracks and returns borrowed/rented equipment. As directed by manager, logs/completes daily patient charges/billing, inclusive of appropriate billing codes, either manually or via automated systems according to department /hospital standards. Insures billing is complete and without errors. Checks inventories, orders, maintains and restocks to par level supply of papers, forms and office supplies according to par levels and budget targets using on line ordering computer system or paper systems. Organizes work and storage area. Verify amounts received as ordered. Orders other supplies as requested. Competent in ordering supplies online using Lawson, RSS, and Staples, RR Donnelly i.e. Participates in searches for missing patients, belongings and/or equipment. Maintains and troubleshoots basic office equipment including but not limited to, daily reboot of computer, load printer/photocopier with paper, point-of-service monitors, printers, fax machines, addressograph, etc. Work Rules, Standards, and Competency Compliance: Acts in a manner that supports a positive and collaborative work environment and that is congruent with established standards, policies, procedures, and regulations. Conforms to hospital universal standards of performance and conduct, including those pertaining to patient rights and BMC Standards of Behavior, so that the best possible customer service and patient care may be provided. Works cooperatively and constructively with all staff members and takes appropriate steps to effectively resolve interpersonal conflicts seeking assistance from his/her supervisor when needed.

• Work Rules, Standards, and Competency Compliance: (alreadyinpreviousbullet)

• OTHER DUTIES: Performs other duties as needed.

JOB REQUIREMENTS

EDUCATION

Requires a high school education or GED. Must complete competency requirements as offered.

EXPERIENCE

One to two years previous clerical experience. Healthcare setting preferred.

KNOWLEDGE AND SKILLS

Work requires demonstrated competence to effectively speak, read and write English. Multilingual skills (beyond that of English) in languages appropriate to the patient populations served by the Boston Medical Center are preferred. Work requires ability to accurately interpret and utilize medical terminology and abbreviations. Demonstrated proficiency with various computer software systems, including Microsoft Office (Word, Excel, Outlook, etc.) and hospital wide systems such as SEM, IDX, SDK, etc. Ability to use and troubleshoot basic office equipment. Excellent interpersonal skills and ability to interact appropriately with nursing staff, patients, families/visitors, physicians, and other hospital staff in a fast-paced environment. Organizational skills to effectively set priorities and efficiently complete assigned work. Ability to effectively apply basic administrative skills, e.g., typing, filing, telephone skills, etc. Work requires physical ability to meet core job requirements in accordance with practice setting demands for the patient populations regularly served.

COMPENSATION RANGE

Compensation Range: $17.54- $26.06 This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, and licensure/certifications directly related to position requirements. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), contract increases, Flexible Spending Accounts, 403(b) savings matches, earned time cash out, paid time off, career advancement opportunities, and resources to support employee and family wellbeing.

Equal Opportunity Employer/Disabled/Veterans

Working at Boston Medical Center is more than a job. It’s a chance to make a difference as part of our mission to provide exceptional and equitable care to all. As a nationally-recognized leader in health equity, nursing, initiatives to combat climate change, and many other areas, BMC is dedicated to improving the health of our community in Boston and beyond. BMC’s mission to provide exceptional care without exception extends to our employees, and we have been recognized as a top employer and best place to work. A strong sense of teamwork and support for our staff are the bedrock of BMC, as we know that we can only provide exceptional care to patients when our staff are cared for too. Boston Medical Center is an equal employment/affirmative action employer. We ensure equal employment opportunities for all, without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity and/or expression or any other non-job-related characteristic. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail to [e-mail] or call 617-638-8582 to let us know the nature of your request. Boston Medical Center participates in the Electronic Employment Verification Program. As an E-Verify employer, prospective employees of BMC must complete a background check before beginning their employment at the hospital. BMC requires all staff to be vaccinated against COVID-19 and flu, as well as receive a booster dose of the COVID-19 vaccine.