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Administrative Support Specialist for Unit Coordination

2 months ago

Mississauga, Ontario, Canada Trillium Health Partners Full time

Job Overview

Position: Unit Coordination Assistant

Department: Perioperative Program

Employment Status: Temporary Part-time

Role Level: Administrative Clerical - AC03 ($29.30/hour)

Location: Queensway Health Centre

Work Schedule: Monday - Friday with potential for weekends, including days and evenings (availability for all shifts required)

Trillium Health Partners (THP) is a leading community-based acute care provider in Canada, encompassing multiple hospitals and healthcare facilities. We are dedicated to serving diverse populations and are affiliated with a prominent university.

Our Mission: A New Kind of Health Care for a Healthier Community

Our Values: Compassion, Excellence, Courage

Our Goals: Quality, Access, Sustainability

Our Enablers: People, Education, Innovation, Research

The Unit Coordination Assistant (UCA) plays a crucial role in providing administrative support for patient services, managing information flow, and ensuring efficient unit operations. The UCA will undertake various responsibilities that align with the role's classification.

Key Responsibilities:

Patient Administrative Services

  • Manage and coordinate patient information, facilitating effective communication to enhance patient care.
  • Update patient demographics and contact information.
  • Address patient and family inquiries, escalating concerns to appropriate personnel as necessary.
  • Collaborate with internal departments and external healthcare facilities to manage appointments and patient transfers.
  • Enter data related to appointments and patient movements accurately.
  • Notify relevant personnel regarding patient status and test results promptly.
  • Respond to patient call bells and assist with inquiries within the scope of authority.
  • Prepare documentation for Health Information Management post-discharge.

Information Management

  • Ensure patient charts are accurately sent to Health Records.
  • Update information sheets and binders as required.
  • Conduct audits of patient information in the unit.
  • Enter data into the Critical Care Information System (CCIS).

Reception and Patient Engagement

  • Welcome visitors and patients, directing them to the appropriate personnel.
  • Assist with patient admissions and verify demographic information.
  • Explain hospital policies and procedures to patients and visitors.
  • Manage incoming calls and direct inquiries appropriately.

Clerical Administration

  • Maintain departmental lists and order supplies as needed.
  • Ensure equipment is maintained and report any issues.
  • Process financial transactions related to unit supplies.
  • Attend unit meetings and contribute to discussions.
  • Sort and distribute incoming mail and messages.

Scheduling and Payroll Support

  • Assist staff with scheduling and timekeeping inquiries.
  • Collaborate with Scheduling Clerks to align staffing needs.
  • Access unit schedules to address staff inquiries.

Epic System Responsibilities

  • Update patient demographics in the Epic system.
  • Schedule follow-up appointments for patients.
  • Initiate service requests within the Epic system.
  • Support colleagues in utilizing Epic functionalities.

General Duties

  • Collect and track information for billing and registration.
  • 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 by undertaking additional responsibilities as needed while ensuring compliance with health and safety regulations.

Qualifications:

Educational Background

  • High school diploma or equivalent; additional education in healthcare administration is preferred.
  • Familiarity with medical terminology is advantageous.

Professional Experience

  • 1-2 years of experience in an administrative role is preferred.
  • Experience in healthcare settings is beneficial.
  • Customer service experience is desirable.

Skills and Competencies

  • Proficient in computer applications and familiar with Epic.
  • Strong communication and organizational skills.
  • Detail-oriented with accuracy in data entry.
  • Ability to manage changing priorities effectively.