Unit Coordination Assistant

**Position**:Unit Coordination Assistant

**Dept**:1A Surgery

**Posting ID**:3171

**Status**:Temp Part time

**Role Level**:Admin Clerical AC03 $23.47 to $29.30

**Site**:Credit Valley Hospital

**Hours of Work/Shift**:All shifts: 8 hour, 10 hour and 12 hour shifts; Weekdays and Weekends

**Posted**:June 16, 2025

**Internal Deadline**:June 23, 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
- Enters data including appointment requests and patient
- 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
- Compiling transfer paperwork for receiving hospital /facility.

Information Management
- Ensures patient charts are sent to Health Records with all accurate and required patient
- Updates WHIMS/MDS binders/information sheets as
- Whiteboard or other audits in patient rooms or on the unit, as
- 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 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
- Order requisitions and maintains office/medical supplies; counts and labels inventory as
- Ensures equipment and furniture are Prepares work order requests for preventative and restorative maintenance/repair as required.
- Contacts environmental services for cleaning of equipment and/or unit as
- 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
- Complete unit
- Open, sort and distribute incoming mail and other
- Takes, prioritizes and relays messages for unit staff and/or Locates unit staff, pages healthcare professionals as required.
- Placing orders from Print Shop for any documentation needed on the

Scheduling, Timekeeping & Payroll Support Specific Job

**Responsibilities**:

- Supporting staff and leadership in into the scheduling and timekeeping system and finding the information
- 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

Epic-Specific Job

**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
- Initiate service task requests in EPIC (e.g. Blood work specimen delivery, stretcher requests)
- Patient transport
- Updating primary care provider (PCP) contact
- Compiling discharge
- Supports others in Epic with

Other Epic-Specific Job Duties and Responsibilities (all listed may not be applicable to all units/programs)
- Maintain patient visitor lists/password.
- Using the Unit Manager Task management function, and contribute to bed
- Patient tracking - on/off
- Create packing list f