Unit Coordination Specialist

3 weeks ago

Mississauga, Ontario, Canada Trillium Health Partners Full time

Job Description

Position: Unit Coordination Assistant - Intensive Care Unit

Department: Intensive Care Unit

Employment Type: Part Time Temporary (12 months) - up to 19% pay in lieu of benefits & vacation

Role Level: AC03 - $24.17-$30.18/ per hour

Site: Mississauga Hospital
Shifts: 8 and 12-hour shifts - Days, Evenings, Nights, and Weekends

Trillium Health Partners (THP) is a prominent community-based acute care provider in Canada, serving a diverse population and functioning as a teaching hospital affiliated with a leading university.

Position Overview

The Unit Coordination Assistant (UCA) plays a crucial role in delivering clerical support for patient administrative services, managing information flow, and ensuring efficient unit operations while performing additional duties as required.

Key Responsibilities

Patient Administrative Services

  • Manage and coordinate patient information, facilitating effective communication to enhance patient care;
  • Update patient demographic information as necessary;
  • Address patient and family inquiries, escalating concerns to appropriate personnel when needed;
  • Collaborate with internal departments and external healthcare facilities to schedule or cancel appointments and manage patient transfers;
  • Enter data related to appointment requests and patient movements;
  • Notify relevant personnel regarding patient updates and test results promptly;
  • Respond to patient call bells and inquiries, ensuring appropriate assistance is provided;
  • Prepare documentation for Health Information Management post-discharge;
  • Compile necessary paperwork for patient transfers.

Information Management

  • Ensure accurate patient charts are sent to Health Records;
  • Update relevant binders and information sheets as required;
  • Conduct audits of patient rooms or units as necessary;
  • Input data into the Critical Care Information System (CCIS).

Reception and Patient Engagement

  • Welcome visitors, staff, and volunteers, directing them to the appropriate personnel;
  • Admit patients to the unit, confirming demographic and insurance information;
  • Explain hospital policies and procedures to patients and visitors as needed;
  • Answer telephone inquiries, directing calls to the appropriate individuals.

Clerical Administration and Unit Operations

  • Maintain department communication lists and order supplies as needed;
  • Ensure equipment and furniture are functional, submitting maintenance requests as necessary;
  • Process routine financial transactions related to unit supplies;
  • Collaborate with clinical leadership on patient flow and staffing updates;
  • Participate in unit meetings and contribute to operational discussions;
  • Manage incoming mail and communications for the unit;
  • Relay messages for unit staff and patients as required.

Scheduling and Payroll Support

  • Assist staff and leadership with scheduling inquiries and timekeeping;
  • Coordinate with Scheduling Clerks to align staffing needs;
  • Access unit schedules to address inquiries from staff and leadership.

Epic-Specific Responsibilities

  • Update patient demographics in the Epic system, ensuring accuracy;
  • Schedule follow-up care appointments for patients;
  • Initiate service requests within the Epic system;
  • Manage patient transport requests and discharge paperwork;
  • Support colleagues in utilizing Epic functionalities.

General Duties

  • Track follow-up consultations and response times;
  • Collect information for registration and billing purposes;
  • Stock unit supplies as necessary;
  • Provide support to clinical leadership as needed;
  • Compile statistical data for reporting purposes.

Adaptability and Compliance

The UCA is expected to adapt to a dynamic work environment, undertaking cross-functional responsibilities while ensuring compliance with health and safety regulations.

Qualifications

  • High school diploma or equivalent; additional education in healthcare administration is advantageous;
  • Preferred candidates may have 1-2 years of administrative experience in a healthcare setting;
  • Proficiency in basic computer applications and familiarity with Epic is essential;
  • Strong customer service skills and the ability to work collaboratively in a team environment.

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