Unit Coordination Assistant-c 1d Med

**Position**:Unit Coordination Assistant

**Job Requisition Number: 4524**

**Status**:Temporary Full Time (x1) approx. 12 months

**Role Level**:Admin Clerical - AC03 ($24.17-$30.18)

**Department**:1B Medicine, Inpatient Medicine Program

**Site**:Credit Valley Hospital

**Posted: September 29th, 2025**

**Internal Deadline: October 6th, 2025**

The (Inpatient) Unit Coordination Assistant (UCA) provides clerical support for patient administrative services; information management; unit reception; ensures the clerical administration and operation of the unit; and performs other duties consistent with the job classification as required.

**JOB DUTIES & RESPONSIBILITIES**:
**Patient Administrative Services**
- Coordinates and manages patient information, facilitates communication, and ensures a smooth flow of information for effective patient care.
- Update patient demographics (e.g. add contacts and relationship).
- Navigating patient and family questions and feedback, escalating any concerns out of scope to appropriate personnel/management.
- Liaises with internal departments and external regional programs, healthcare facilities and partners to book/cancel tests, appointments, internal patient transfer, external patient transport/escort, follow up on missing results, etc, as required.
- Enters data including appointment requests and patient transfers.
- Notifies appropriate personnel of patient movement, when test results are ready to review, appointments and other patient information in a timely and accurate manner.
- Answers patient call bells, responding to enquiries within the scope of authority and contacting the most

appropriate person to respond to the patient’s needs.
- Prepping paper chart for HIM after discharge.Compiling transfer paperwork for receiving hospital /facility.

**Information Management**
- Ensures patient charts are sent to Health Records with all accurate and required patient information.
- Updates WHIMS/MDS binders/information sheets as required.
- Whiteboard or other audits in patient rooms or on the unit, as required.Enters data into Critical Care Information System (CCIS).

**Reception (Patient/People Engagement/Experience)**
- Greets visitors, staff, professional staff, learners and volunteers, directing them to appropriate personnel and/or destination/room providing assistance as required.
- Greets and admits patients to the unit. May also perform unit patient registration function, confirming/validating patient demographic, insurance (including OHIP) and other required information as appropriate.
- Explains hospital policy and procedures to patients, visitors, staff, professional staff, learners and volunteers as necessary (including infection prevention and control).Answers the telephone and/or intercom, responding to enquiries within scope of authority, or, directing to most appropriate person.

**Clerical Administration and Operation of the Unit**
- Updates department “fan-out” list as required.
- Order requisitions and maintains office/medical supplies; counts and labels inventory as required.
- Ensures equipment and furniture are operational. Prepares work order requests for preventative and restorative maintenance/repair as required.
- Contacts environmental services for cleaning of equipment and/or unit as required.
- Processes routine financial transactions including unit supply/inventory purchase and charges for services/items not covered by patient’s healthcare plan.
- Liaises with Clinical/Team leader on changes to flow of patients and updates assignment sheets if needed
- Attend and contribute to unit huddles.
- Complete unit checklists.
- Open, sort and distribute incoming mail and other materials.
- Takes, prioritizes and relays messages for unit staff and/or patients. Locates unit staff, pages healthcare professionals as required.Placing orders from Print Shop for any documentation needed on the unit.

**Scheduling, Timekeeping & Payroll Support Specific Job Duties and Responsibilities**
- Supporting staff and leadership in into the scheduling and timekeeping system and finding the information required.
- Liaising with the assigned Scheduling Clerk(s) to ensure alignment between the unit and the Workforce Management Office (WMO) on staffing.Accessing schedule(s) for the unit as required to address inquiries by staff, leaders, professional staff and learners.

**Epic-Specific Job Duties and Responsibilities**
- Update patient demographics entered in EPIC, ensuring all contact information is current including verification of all telephone numbers and address, family doctor and emergency contacts.
- Scheduling and coordination of follow-up care appointments for patients.
- Initiate service task requests in EPIC (e.g. Blood work specimen delivery, stretcher requests)
- Patient transport requests.
- Updating primary care provider (PCP) contact information.
- Compiling discharge paperwork.Supports others in Epic with functionality.

**Other Epic-Specific Job Duties