ED Unit Coordinator

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: ED Unit Coordinator
Department: Adult ED

Schedule: Part Time

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 a timely manner.

• Handles inquiries; refers calls/inquiries 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.

• Logs in to the pulmonary function test (PFT) extension at the start of each shift, following breaks and lunch (Respiratory Therapy Dept.).

• 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 and data entry of patient information.

• Verifies and updates patient information as necessary.

• Prints reports, faxes as needed, orders items, schedules appointments, and verifies information.

• Answers patient call lights in a timely manner and immediately, if possible.

• Responds to patient requests within the scope of role.

• Seeks assistance from the clinical team as appropriate.

• Follows up on call light requests to ensure nursing staff has responded.

• Maintains communication data (computer, charge/white boards, communication sheets, assignment sheets, room name tags, precaution labels).

• Participates in orienting patients to their room, call light, telephones, and unit.

• Distributes welcome letters and informational packets.

• Initiates daily RN phone assignment.

• Logs RN daily phone numbers.

• Demonstrates appropriate procedures to triage calls through patient call system.

• Secures patients' personal property and belongings according to hospital procedures.

• Ensures a patient belongings list for every patient.

• Copies belongings list upon discharge and files appropriately.

• Monitors healthcare software systems and Bed Board for new discharge orders.

• Prints and places discharge summaries in chart.

• Makes clinic appointments prior to discharge.

• Documents as required.

• Handles and distributes mail, flowers, gifts, etc.

• Facilitates access to hospital services (cafeteria, chapel, gift shop, parking, cashier, etc.).

• Identifies emergency situations and initiates appropriate response actions.

• Is familiar with area disaster plan and unit.

• Coordinates transportation and related materials (VA, chair car, specimens, blood products, etc.).

• Uses computer systems for data entry.

• Interfaces with various departments to ensure services and materials are provided.

• Identifies and resolves discrepancies within role scope.

• Refers issues to appropriate team members when needed.

• Performs clerical functions (photocopying, faxing, etc.).

• Maintains copier and calls for service when needed.

• Coordinates unit communications (paging physicians, contacting family, etc.).

• Assists in patient admission, discharge, and transfer processes.

• Manages insurance pre-approvals and demographic information.

• Completes free-care applications.

• Obtains and creates medical records.

Medical Record and Order Entry

• Maintains accurate, complete, up-to-date patient care records per hospital policy.

• Prepares charts and labels on admission with appropriate documentation.

• Places clinical pathways in bedside charts as ordered.

• Maintains medical records through timely filing and chart maintenance.

• Ensures charts contain all necessary documents and labels.

• Labels precaution charts appropriately.

• Maintains supply of precaution signs.

• Accesses and retrieves computerized and non-computerized data.

• Communicates findings to clinical team members.

• Maintains statistics for PFT Lab and Bronchoscopy areas (Respiratory Therapy Clinic).

• Schedules and books patient appointments.

• Uses systems (SCM, IDX, GE) for scheduling and data entry.

• Follows approved scheduling policies.

• Schedules appointments on day of request.

• Notifies appropriate individuals.

• Prints and faxes appointment information as needed.

• Checks charts for completeness.

• Ensures appropriate pathway sheets are included.

• Obtains and prepares discharge summaries with proper labeling.

• Replenishes chart forms before expiration.

• Ensures forms are properly labeled with patient information.

• Transcribes patient care orders accurately and timely.

• Collaborates with healthcare team for test/procedure scheduling.

• Coordinates pre-test/procedure requirements.

• Minimizes patient travel and time off unit.

• Communicates schedules and updates to patients, families, and staff.

• Maintains logs and databases (diet list, census, supply log, patient board, etc.).

• Ensures updated physician coverage, pager numbers, and RN assignments.

• Maintains a current Downtime Materials Box.

• Replenishes downtime materials (order sheets, notes, labs, etc.).

• Is proficient in downtime procedures.

• Knows location of downtime computer and printer.

Care of the Environment, Equipment, and Material Supplies

• Performs activities to ensure a clean, safe, and stocked unit environment.

• Conducts daily rounds to ensure safety and cleanliness.

• Contacts appropriate departments for cleaning, transport, or safety issues.

• Initiates work/repair orders using computer systems.

• Logs issues with ITS rounder or help desk.

• Arranges repair of expired/broken equipment.

• Tracks and returns borrowed/rented equipment.

• Completes patient charges/billing accurately.

• Ensures billing is complete and error-free.

• Checks inventory and maintains stock levels.

• Orders supplies according to budget and par levels.

• Organizes work and storage areas.

• Verifies received supplies.

• Orders additional supplies as needed.

• Uses systems like Lawson, RSS, Staples, RR Donnelly.

• Participates in searches for missing patients, belongings, or equipment.

• Maintains and troubleshoots office equipment.

• Reboots computers and loads printers/copiers with paper.

Work Rules, Standards, and Competency Compliance

• Supports a positive and collaborative work environment.

• Adheres to established standards, policies, and regulations.

• Conforms to hospital performance and conduct standards.

• Provides high-quality customer service and patient care.

• Works cooperatively with staff and resolves conflicts appropriately.

• Seeks and applies constructive feedback.

• Participates in meetings, initiatives, and quality improvement projects.

• Reviews meeting minutes if unable to attend.

• Complies with regulatory standards (DPH, Joint Commission, OSHA, etc.).

• Follows conduct, attendance, safety, and infection control policies.

• Participates in ongoing education and training.

• Maintains accurate educational records.

• Completes mandatory annual training.

• Maintains professional appearance and dress code.

• Wears assigned uniform and visible ID badge.

• Assists in orientation of new staff.

• Serves as a resource to float staff.

• Adapts to changing unit and patient needs.

• Assists team members and performs errands as needed.

• Coordinates break periods with unit needs.

• Demonstrates reliability in attendance and punctuality.

• Supports hospital mission and cultural beliefs.

• Follows infection control and safety procedures.

Other Duties

• Performs other duties as needed.

JOB REQUIREMENTS

EDUCATION:

• Requires a high school education or GED.

EXPERIENCE:

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

KNOWLEDGE AND SKILLS:

• Must complete competency requirements as offered.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:

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

According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or "apps" job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.