Unit Coordinator - Short Stay Unit

The Lowell General Hospital; United States; On-site; USD 25,000 - 32,000; Full time

Job summary

Tufts Medicine is seeking an Administrative Assistant to coordinate patient activity flow, manage clerical duties, and serve as a liaison among departments. You will support admissions, medical records, and unit coordination under clinical leadership.

The role emphasizes strong communication, accuracy with charting, and proficient use of MS Word, Excel, and Outlook. A high school diploma and healthcare customer-service experience are preferred.

Qualifications

• High school diploma or equivalent.
• One year of customer service experience in healthcare or customer-facing setting preferred.
• Associate's degree preferred.
• Excellent communication and organizational skills required.
• Proficiency with Microsoft Word, Excel and Outlook is a plus.

Responsibilities

• Maintain clear communications with admissions on patient status (admissions, transfers, discharges, bed changes).
• Review bed assignments and relay to clinical staff.
• Greet and direct patients, visitors, physicians and hospital staff according to service standards.
• Create and maintain patient charts, file documents and prepare charts for Medical Records on discharge.
• Prepare and maintain medical records per hospital policy, label patient names, file paperwork and collect charts for discharge.
• Label patient names and update bed boards, bedside charts and computer records.
• Transcribe physician orders to appropriate systems and follow through.
• Support nursing unit communication, triage calls, relay messages and coordinate transfers/discharges.
• Use hospital systems to enter and verify orders and generate reports.
• Collaborate with case management, social workers and nursing staff to follow up on appointments.
• Coordinate communication during emergencies or STAT requests/orders.
• Complete tasks even after shifts, including off-hours duties.
• Coordinate unit activities during electronic downtime.
• Ensure timely delivery of time and attendance records.
• Monitor inventory of forms and supplies; track rental equipment.
• Share information at staff meetings via attendance, minutes or virtual formats.
• Assist with orientation and training of new unit coordinators.

Skills

Communication

Organizational skills

Detail oriented

Computer literacy

Education

High school diploma or equivalent

Associate's degree

Tools

Microsoft Word

Excel

Outlook

Job description

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.

Minimum Qualifications

1. 1. High school diploma or equivalent.

Preferred Qualifications

1. 1. One (1) year of customer service experience in a healthcare or customer facing setting.


2. 2. Associate's degree.

Duties and Responsibilities

The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. 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. 2. Responsible for review of bed assignments and relaying this information to clinical staff.


3. 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. 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. 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. 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. 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. 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. 9. Utilizes hospital computer systems accurately to enter orders, verify orders, retrieve data and generate reports. Reports malfunction to help desk.


10. 10. Collaborates with case management staff, social workers and nursing staff to facilitate follow up appointments within the hospital or upon discharge.


11. 11. Coordinates communication during emergency situations or STAT requests or orders.


12. 12. Follows through with orders unable to be completed during the off-shift and weekends.


13. 13. Responsible for coordination of unit activities during electronic downtime.


14. 14. Facilitates timely delivery of time and attendance records.


15. 15. Monitors available quantity and documentation of forms, materials, supplies and equipment inventory. Responsible for tracking and returning of rental equipment.


16. 16. Responsible for information shared at all staff meetings (by attending, reading minutes or virtual).


17. 17. Assists with orientation and training of new unit coordinators as designated by the department leadership.

Physical Requirements

1. 1. Frequent sitting, occasional standing or walking, and lifting of 10-15 lbs.


2. 2. Requires manual dexterity using fine hand manipulations for computer keyboard operation.


3. 3. Requires ability to see computer screen, and reports.


4. 4. Requires ability communicate visually, verbally and audibly with healthcare personnel.

Skills & Abilities

1. 1. Excellent communications skills including interpersonal, phone, and written.


2. 2. Excellent organizational skills required. Utilizes time effectively, prioritizing appropriately.


3. 3. Ability to work with detailed, confidential material and to work independently.


4. 4. Working knowledge of computer systems such as Microsoft Word, Excel and Outlook.


5. 5. Maintains sensitivity, maturity and flexibility in coping with difficult situations.


6. 6. Ability to work with all levels of staff in different departments, physicians, patients, vendors, and the community.


7. 7. Extensive knowledge of medical terminology to enable effective communication and support duties such as transcribing medication orders.


8. 8. Demonstrates problem solving and decision-making skills.

At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring. Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day. The base pay ranges reflect the minimum qualifications for the role. Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals. Beyond base pay, Tufts Medicine provides a comprehensive Total Rewards package that supports your health, financial security, and career growth-one of the many ways we invest in you so you can thrive both at work and outside of it.

Pay Range: $18.81 - $23.51 based on full-time equivalent

Tufts Medicine is a leading integrated health system bringing together the best of academic and community health care to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Healthcare, an expansive home care network and a large clinically integrated physician network, Tufts Medicine has more than 15,000 dedicated employees and caregivers. The health system came together in 2014 to leverage the experience of its member organizations and integrate their missions to together transform the ways that consumers engage with and experience their care.