Unit Coordinator, Surgical Neuroscience Intensive Care Unit, 24 Hour (Evenings / Every Other Weekend)

Boston Medical Center (BMC); Boston (MA); On-site; USD 42,000 - 65,000; Full time

Job summary

Boston Medical Center (BMC) is seeking a Unit Coordinator to manage clerical duties at the nursing station and front desk in the Surgical Neuroscience Intensive Care Unit. You will collaborate with the clinical team to support patient care and serve patients, families, and visitors with courteous, non-clinical information.

The role involves coordinating office support, answering calls, processing messages, and maintaining unit communications.

Qualifications

• Experience in a hospital or clinical setting preferred.
• Strong interpersonal and communication skills required.
• Ability to multi-task and support clinical staff in a fast-paced environment.

Responsibilities

• Greet and direct patients, families, visitors, and staff in a courteous manner.
• Coordinate front desk activities and handle clerical duties for the department.
• Respond to inquiries and manage calls and emails promptly.
• Assist with patient admission/discharge processes and scheduling as needed.

Skills

Clerical support

Front desk experience

Customer service

Communication

Tools

Microsoft Office

Hospital information system

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

Location

Surgical Neuroscience Intensive Care Unit

Schedule

24 Hour (Evenings / Every Other Weekend)

Essential Responsibilities / Duties

• 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