Unit Coordination Assistant

**Position**:Occupational Therapist

**Job ID**: 4233

**Status**:Permanent Part-Time (x2)

**Dept**: Rehab, CCC, Seniors' Department

**Program**:Continuing Care Complex

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

**Shifts**: 0730-1530; 1200-2000

**Site**:Queensway Site

**Posted**: September 9, 2025

**Internal Deadline**:September 16, 2025
- The location of any vacancy/position may be changed or reassigned as per operational needs

POSITION TITLE: (Inpatient) Unit Coordination Assistant

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

**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

**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 provide