Boston Medical Center (BMC)
Position Summary
Responsible for the overall clerical functions of the nursing station/front desk.
Working collaboratively with the clinical team, the Unit Coordinator participates in delivery of patient care by providing a variety of clerical, customer relations, and support services to patients, their families/visitors, and healthcare team members.
Position ED Unit Coordinator – Per diem
Department Adult Emergency
Schedule Per diem
Essential Responsibilities / Duties
Greets and directs patients, families, visitors and staff in a friendly, courteous, & positive customer service manner. Identifies self. Provides informative, non-clinical information when requested by patients, families, staff or visitors. Interacts in a courteous professional manner.
Coordinates activities of front desk/office support services. Performs clerical duties for the department. Answers/responds to telephone calls and inquiries in a timely manner. Handles inquiries; refers calls/inquiries to appropriate personnel in a timely manner. Checks and replies to BMC e‑mail frequently during shift.
Checks voice messages and follows up on messages during the shift. For Respiratory Therapy Dept.: logs in to the pulmonary function test (PFT) extension at the start of each shift, following breaks and lunch; logs off the PFT extension at the start of breaks, lunch and at the end of shift.
Uses manual & computer programs/terminal for access & data entry of patient information, verifies and updates as necessary, prints reports, faxes as needed, orders items as needed, schedules appointments, verifies information, etc.
Answers patient call lights in a timely manner and immediately, if possible. Responds to patient requests within the scope of his/her role, seeks assistance from the clinical team as appropriate. Follows up on call‑light requests to ensure nursing staff has responded.
Maintains communication data (computer, charge/white boards, daily communication sheets, assignment sheets, updates room name tags, precaution labels, etc.).
Participates in orienting patients to their room, call light, telephones and the unit by distributing welcome letters and informational packets.
Initiates daily RN phone assignment, logs RN daily phone numbers, and demonstrates appropriate procedures to triage calls through patient call system.
Secures patients’ personal property and belongings according to hospital procedures. Labels belongings, sends valuables to the safe, etc. Ensures a personal belongings list for every patient and files it upon discharge.
Monitors healthcare computer software systems (e.g., SCM, SDK, GE, etc.) and Bed Board for new discharge orders, prints discharge summaries, places them in chart, makes clinic appointments for patient prior to discharge, documents as required.
Handles and distributes mail, flowers, gifts, etc. Facilitates patient/family/visitor access to available hospital services such as cafeteria, chapel, gift shop, parking, cashier, etc.
Identifies emergency situations and initiates appropriate response actions within the scope of his/her role. Familiar with area disaster plan and unit.
Coordinates and makes appointments for transportation for patients and related materials (e.g., VA, chair car, patient transport, medical records, specimens, blood products, requisitions, etc.) in a timely manner. Uses computer software/terminal for access data entry.
Interfaces among various departments: works collaboratively with other units, services, and departments to ensure patients, families, visitors and staff receive needed services, information and materials.
Takes initiative to identify and resolve/respond to questions and/or discrepancies; acts within the scope of his/her role and refers issues to appropriate team members as needed.
Performs a variety of office and clerical functions, such as photocopying, sending and receiving fax transmissions; takes actions to respond appropriately. Checks copier daily and replaces paper as needed. Calls for service of copier as needed.
Coordinates unit’s communications, including but not limited to placing alphanumeric text pages to physicians or appropriate staff; calling family members/next of kin, etc.
May assist in patient admission, discharge and transfer processes by obtaining and managing insurance pre‑approvals, obtaining and verifying demographic information, completing free‑care applications, obtaining and creating medical records.
Medical Record and Order Entry
Prepares charts and labels on admission with appropriate documentation sheets; places appropriate clinical pathways in bedside charts, as ordered. Maintains complete and accurate medical records through timely filing of results and treatment documents, periodic chart thinning and replenishing of chart forms. Ensures that charts contain all necessary documents and labels in place.
Labels precaution charts with appropriate precaution labels; maintains supply of precaution signs for patient rooms.
Accesses, retrieves and enters computerized and non‑computerized data, e.g., lab and test results, etc. Communicates findings to clinical team members as appropriate. Maintains statistics for the PFT Lab and Bronchoscopy areas (applicable to Respiratory Therapy Clinic only).
Schedules and books patient appointments. Uses manual/computer programs/terminal (e.g., SCM, IDX, GE) for data entry of appointment information. Follows approved scheduling/appointment policy. Schedules appointment on day of request; notifies appropriate individuals as required. Prints appointments as required; faxes information as needed.
Checks chart for completeness; ensures appropriate pathway sheet is in chart; obtains discharge summaries, ensuring each page has barcode labeling prior to forwarding to medical record room. Recopies and replenishes chart forms (medication records, activity sheets, etc.) prior to expiration, ensuring each form is appropriately labeled with patient’s name and medical record number.
Transcribes patient care orders accurately and in a timely manner as appropriate.
Collaborates with the healthcare team to obtain necessary information for test/procedure scheduling inclusive of necessary pre‑test/procedure preparation scheduling, e.g., books necessary, pre‑operative screening exams/tests in advance of scheduling surgery/procedure; coordinates patient test/procedure schedule to minimize patient travel and time off unit.
Communicates test/procedure/therapy schedule and relevant changes to patients, families, primary care providers, consultants, and staff as appropriate.
Maintains appropriate manual/computer logs, records, and unit databases (diet list, census sheets, supply log, patient board) to include updated physician coverage, current pager number and RN name at all times, admissions, discharges, etc.
Ensures that the unit has a current Downtime Materials Box. Maintains and replenishes Downtime Box with appropriate order sheets, Dr’s Orders, Progress Notes, lab, etc. Proficient in downtime procedures and aware of location of Downtime Computer and Printer that can be accessed when other computers fail.
Care of the Environment, Equipment and Material Supplies
Conducts daily rounds to ensure safe and clean environment and contacts appropriate department/staff to clean, transport or address other safety/cleanliness issues.
Initiates work/repair orders; uses computer software/terminal for data entry. Logs issues with the ITS rounder or help desk. Arranges for delivery of expired/broken equipment/materials to appropriate repair site. Tracks and returns borrowed/rented equipment.
Logs/completes daily patient charges/billing, inclusive of appropriate billing codes, either manually or via automated systems according to department/hospital standards. Ensures billing is complete and without errors.
Checks inventories, orders, maintains and restocks to par level supply of papers, forms and office supplies according to par levels and budget targets using online ordering computer system or paper systems. Organizes work and storage area; verifies amounts received as ordered; orders other supplies as requested; competent in ordering supplies online using Lawson, RSS, and Staples, RR Donnelly.
Participates in searches for missing patients, belongings and/or equipment.
Maintains and troubleshoots basic office equipment including daily reboot of computer, load printer/photocopier with paper, point‑of‑service monitors, printers, fax machines, addressograph, etc.
Work Rules, Standards, and Competency Compliance
Conforms to hospital universal standards of performance and conduct, including patient rights and BMC Standards of Behavior, to provide best possible customer service and patient care. Works cooperatively and constructively with all staff members and seeks assistance from supervisor when needed.
Seeks out and acts upon constructive feedback regarding daily performance and works toward achieving goals identified during performance evaluations.
Participates in staff meetings, departmental/unit initiatives, quality improvement projects and committee meetings as assigned; when unable to attend non‑mandatory activities, reviews minutes and documents to remain knowledgeable of issues discussed.
Complies with established practice standards, policies, procedures, protocols, guidelines and regulations (DPH, Joint Commission, Fire Codes, OSHA, etc.).
Follows established Conduct and Attendance, Safety, and Infectious Control policies/standards; consistently available on the unit.
Participates in ongoing educational activities to maintain competency and update requisite skills in area of responsibilities; maintains accurate annual educational record. Completes mandatory educational requirements (e.g., safety regulation and infection control review, departmental and unit specific competencies, etc.).
Maintains a presentable appearance in accordance with dress code; wears assigned uniform while on duty; wears visible Hospital I.D. badge identifying self as Unit Coordinator.
Assists in orientation of new staff and serves as a resource to float staff on unit.
Adapts to changing patient and unit needs, including offering assistance to other team members; floating; adjusting assignments; running unit/patient errands when requested or needed.
Collaborates with charge nurse/supervisor to coordinate break periods with unit activities.
Remains knowledgeable of and demonstrates reliability in regard to established work rules and policies such as hours of work, attendance, punctuality standards, uniforms, etc.
Utilizes hospital’s cultural beliefs as the basis for decision making and to support the hospital’s mission and goals.
Follows established hospital infection control and safety procedures.
Other Duties Performs other duties as needed.
Education Requires a high school education or GED.
Experience
One to two years of previous clerical experience. Healthcare setting preferred.
Knowledge and Skills
Required competence in speaking, reading and writing English. Multilingual skills (beyond English) in languages appropriate to patient populations served by Boston Medical Center are preferred.
Ability to accurately interpret and utilize medical terminology and abbreviations.
Demonstrated proficiency with various computer software systems, including Microsoft Office (Word, Excel, Outlook, etc.) and hospital‑wide systems such as SEM, IDX, SDK, etc.
Ability to use and troubleshoot basic office equipment.
Excellent interpersonal skills and ability to interact appropriately with nursing staff, patients, families/visitors, physicians, and other hospital staff in a fast‑paced environment.
Organizational skills to effectively set priorities and efficiently complete assigned work.
Ability to effectively apply basic administrative skills, e.g., typing, filing, telephone skills, etc.
Physical ability to meet core job requirements in accordance with practice setting demands for the patient populations regularly served.
Equal Opportunity Employer / Disabled / Veterans Boston Medical Center is an equal‑opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status or any other protected class in accordance with applicable federal, state, and local laws.
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Working collaboratively with the clinical team, the Unit Coordinator participates in delivery of patient care by providing a variety of clerical, customer relations, and support services to patients, their families/visitors, and healthcare team members.
Position ED Unit Coordinator – Per diem
Department Adult Emergency
Schedule Per diem
Essential Responsibilities / Duties
Greets and directs patients, families, visitors and staff in a friendly, courteous, & positive customer service manner. Identifies self. Provides informative, non-clinical information when requested by patients, families, staff or visitors. Interacts in a courteous professional manner.
Coordinates activities of front desk/office support services. Performs clerical duties for the department. Answers/responds to telephone calls and inquiries in a timely manner. Handles inquiries; refers calls/inquiries to appropriate personnel in a timely manner. Checks and replies to BMC e‑mail frequently during shift.
Checks voice messages and follows up on messages during the shift. For Respiratory Therapy Dept.: logs in to the pulmonary function test (PFT) extension at the start of each shift, following breaks and lunch; logs off the PFT extension at the start of breaks, lunch and at the end of shift.
Uses manual & computer programs/terminal for access & data entry of patient information, verifies and updates as necessary, prints reports, faxes as needed, orders items as needed, schedules appointments, verifies information, etc.
Answers patient call lights in a timely manner and immediately, if possible. Responds to patient requests within the scope of his/her role, seeks assistance from the clinical team as appropriate. Follows up on call‑light requests to ensure nursing staff has responded.
Maintains communication data (computer, charge/white boards, daily communication sheets, assignment sheets, updates room name tags, precaution labels, etc.).
Participates in orienting patients to their room, call light, telephones and the unit by distributing welcome letters and informational packets.
Initiates daily RN phone assignment, logs RN daily phone numbers, and demonstrates appropriate procedures to triage calls through patient call system.
Secures patients’ personal property and belongings according to hospital procedures. Labels belongings, sends valuables to the safe, etc. Ensures a personal belongings list for every patient and files it upon discharge.
Monitors healthcare computer software systems (e.g., SCM, SDK, GE, etc.) and Bed Board for new discharge orders, prints discharge summaries, places them in chart, makes clinic appointments for patient prior to discharge, documents as required.
Handles and distributes mail, flowers, gifts, etc. Facilitates patient/family/visitor access to available hospital services such as cafeteria, chapel, gift shop, parking, cashier, etc.
Identifies emergency situations and initiates appropriate response actions within the scope of his/her role. Familiar with area disaster plan and unit.
Coordinates and makes appointments for transportation for patients and related materials (e.g., VA, chair car, patient transport, medical records, specimens, blood products, requisitions, etc.) in a timely manner. Uses computer software/terminal for access data entry.
Interfaces among various departments: works collaboratively with other units, services, and departments to ensure patients, families, visitors and staff receive needed services, information and materials.
Takes initiative to identify and resolve/respond to questions and/or discrepancies; acts within the scope of his/her role and refers issues to appropriate team members as needed.
Performs a variety of office and clerical functions, such as photocopying, sending and receiving fax transmissions; takes actions to respond appropriately. Checks copier daily and replaces paper as needed. Calls for service of copier as needed.
Coordinates unit’s communications, including but not limited to placing alphanumeric text pages to physicians or appropriate staff; calling family members/next of kin, etc.
May assist in patient admission, discharge and transfer processes by obtaining and managing insurance pre‑approvals, obtaining and verifying demographic information, completing free‑care applications, obtaining and creating medical records.
Medical Record and Order Entry
Prepares charts and labels on admission with appropriate documentation sheets; places appropriate clinical pathways in bedside charts, as ordered. Maintains complete and accurate medical records through timely filing of results and treatment documents, periodic chart thinning and replenishing of chart forms. Ensures that charts contain all necessary documents and labels in place.
Labels precaution charts with appropriate precaution labels; maintains supply of precaution signs for patient rooms.
Accesses, retrieves and enters computerized and non‑computerized data, e.g., lab and test results, etc. Communicates findings to clinical team members as appropriate. Maintains statistics for the PFT Lab and Bronchoscopy areas (applicable to Respiratory Therapy Clinic only).
Schedules and books patient appointments. Uses manual/computer programs/terminal (e.g., SCM, IDX, GE) for data entry of appointment information. Follows approved scheduling/appointment policy. Schedules appointment on day of request; notifies appropriate individuals as required. Prints appointments as required; faxes information as needed.
Checks chart for completeness; ensures appropriate pathway sheet is in chart; obtains discharge summaries, ensuring each page has barcode labeling prior to forwarding to medical record room. Recopies and replenishes chart forms (medication records, activity sheets, etc.) prior to expiration, ensuring each form is appropriately labeled with patient’s name and medical record number.
Transcribes patient care orders accurately and in a timely manner as appropriate.
Collaborates with the healthcare team to obtain necessary information for test/procedure scheduling inclusive of necessary pre‑test/procedure preparation scheduling, e.g., books necessary, pre‑operative screening exams/tests in advance of scheduling surgery/procedure; coordinates patient test/procedure schedule to minimize patient travel and time off unit.
Communicates test/procedure/therapy schedule and relevant changes to patients, families, primary care providers, consultants, and staff as appropriate.
Maintains appropriate manual/computer logs, records, and unit databases (diet list, census sheets, supply log, patient board) to include updated physician coverage, current pager number and RN name at all times, admissions, discharges, etc.
Ensures that the unit has a current Downtime Materials Box. Maintains and replenishes Downtime Box with appropriate order sheets, Dr’s Orders, Progress Notes, lab, etc. Proficient in downtime procedures and aware of location of Downtime Computer and Printer that can be accessed when other computers fail.
Care of the Environment, Equipment and Material Supplies
Conducts daily rounds to ensure safe and clean environment and contacts appropriate department/staff to clean, transport or address other safety/cleanliness issues.
Initiates work/repair orders; uses computer software/terminal for data entry. Logs issues with the ITS rounder or help desk. Arranges for delivery of expired/broken equipment/materials to appropriate repair site. Tracks and returns borrowed/rented equipment.
Logs/completes daily patient charges/billing, inclusive of appropriate billing codes, either manually or via automated systems according to department/hospital standards. Ensures billing is complete and without errors.
Checks inventories, orders, maintains and restocks to par level supply of papers, forms and office supplies according to par levels and budget targets using online ordering computer system or paper systems. Organizes work and storage area; verifies amounts received as ordered; orders other supplies as requested; competent in ordering supplies online using Lawson, RSS, and Staples, RR Donnelly.
Participates in searches for missing patients, belongings and/or equipment.
Maintains and troubleshoots basic office equipment including daily reboot of computer, load printer/photocopier with paper, point‑of‑service monitors, printers, fax machines, addressograph, etc.
Work Rules, Standards, and Competency Compliance
Conforms to hospital universal standards of performance and conduct, including patient rights and BMC Standards of Behavior, to provide best possible customer service and patient care. Works cooperatively and constructively with all staff members and seeks assistance from supervisor when needed.
Seeks out and acts upon constructive feedback regarding daily performance and works toward achieving goals identified during performance evaluations.
Participates in staff meetings, departmental/unit initiatives, quality improvement projects and committee meetings as assigned; when unable to attend non‑mandatory activities, reviews minutes and documents to remain knowledgeable of issues discussed.
Complies with established practice standards, policies, procedures, protocols, guidelines and regulations (DPH, Joint Commission, Fire Codes, OSHA, etc.).
Follows established Conduct and Attendance, Safety, and Infectious Control policies/standards; consistently available on the unit.
Participates in ongoing educational activities to maintain competency and update requisite skills in area of responsibilities; maintains accurate annual educational record. Completes mandatory educational requirements (e.g., safety regulation and infection control review, departmental and unit specific competencies, etc.).
Maintains a presentable appearance in accordance with dress code; wears assigned uniform while on duty; wears visible Hospital I.D. badge identifying self as Unit Coordinator.
Assists in orientation of new staff and serves as a resource to float staff on unit.
Adapts to changing patient and unit needs, including offering assistance to other team members; floating; adjusting assignments; running unit/patient errands when requested or needed.
Collaborates with charge nurse/supervisor to coordinate break periods with unit activities.
Remains knowledgeable of and demonstrates reliability in regard to established work rules and policies such as hours of work, attendance, punctuality standards, uniforms, etc.
Utilizes hospital’s cultural beliefs as the basis for decision making and to support the hospital’s mission and goals.
Follows established hospital infection control and safety procedures.
Other Duties Performs other duties as needed.
Education Requires a high school education or GED.
Experience
One to two years of previous clerical experience. Healthcare setting preferred.
Knowledge and Skills
Required competence in speaking, reading and writing English. Multilingual skills (beyond English) in languages appropriate to patient populations served by Boston Medical Center are preferred.
Ability to accurately interpret and utilize medical terminology and abbreviations.
Demonstrated proficiency with various computer software systems, including Microsoft Office (Word, Excel, Outlook, etc.) and hospital‑wide systems such as SEM, IDX, SDK, etc.
Ability to use and troubleshoot basic office equipment.
Excellent interpersonal skills and ability to interact appropriately with nursing staff, patients, families/visitors, physicians, and other hospital staff in a fast‑paced environment.
Organizational skills to effectively set priorities and efficiently complete assigned work.
Ability to effectively apply basic administrative skills, e.g., typing, filing, telephone skills, etc.
Physical ability to meet core job requirements in accordance with practice setting demands for the patient populations regularly served.
Equal Opportunity Employer / Disabled / Veterans Boston Medical Center is an equal‑opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status or any other protected class in accordance with applicable federal, state, and local laws.
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