Unit Coordinator, Observation Unit (Per Diem, Rotating)
Company: Boston Medical Center
Posted on: June 12, 2021
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network of support and care that touches the lives of hundreds of
thousands of people in need each year. It is the largest and
busiest provider of trauma and emergency services in New England.
Emphasizing community-based care, BMC is committed to providing
consistently excellent and accessible health services to all-and is
the largest safety-net hospital in New England. The hospital is
also the primary teaching affiliate of the nationally ranked Boston
University School of Medicine (BUSM) and a founding partner of
Boston HealthNet - an integrated health care delivery system that
includes many community health centers. Join BMC today and help us
achieve our Vision 2030 which is a long-term goal to make Boston
the healthiest urban population in the world.
Position: Unit Coordinator
Department: Observation Unit
Schedule: Per Diem, Day / Evening / Night / Every Other
Responsible for the overall clerical functions of the nursing
station/front desk. Working collaboratively with the clinical team,
the Unit Coordinator participates in the delivery of patient care
by providing a variety of clerical, customer relations, and support
services to patients, their families/visitors, and healthcare team
Care of the Patient and Family/Visitors:
- Performs a variety of direct service activities to ensure that
patients and their families/visitors receive timely information and
appropriate responses to their needs.
- 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
- Performs clerical duties for the department.
- Answers/responds to telephone calls and inquiries
- Handles inquiries; refer calls/inquires to appropriate
- Checks and replies to BMC e-mail frequently during shift.
- Checks voice messages and follow up on messages during the
- For Respiratory Therapy Dept, this also includes; 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
the end of the 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, verify information, etc.
- Answers patient call lights promptly and immediately, if
- Response 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
- Maintains communication data, i.e. computer,
charge/whiteboards, daily communication sheets, assignment sheets,
updates room name tags, pre-caution labels i.e. Participates in
orienting patients to their room, calling light, telephones, and
the unit by distributing welcome letters and informational
- Initiates daily RN phone assignment, logs RN daily phone
numbers, and demonstrates appropriate procedures to triage calls
through the patient call system.
- Secures patients' personal property and belongings according to
hospital procedures, e.g., labeling patient belongings, sending
valuables to the safe, etc.
- Ensures a patient belongings list for every patient.
- Upon discharge copies belongings list and files in binder/other
- Monitors healthcare computer software systems (i.e., SCM, SDK,
GE, etc) and Bed Board for new discharge orders, prints discharge
summaries, places discharge summaries in a chart, makes clinic
appointments for the patient before discharge, documents as
- Handles and distributes mail, flowers, gifts, etc.
- Facilitates patient/family/visitor access to available hospital
services such as the cafeteria, chapel, gift shop, parking,
- Identifies emergencies and initiates appropriate response
actions within the scope of his/her role. Is familiar with area
disaster plans and units.
- 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., promptly.
- Uses computer software /terminal for access data entry.
Interface among various departments: works collaboratively with
other units, services, and departments to ensure patients,
families, visitors, and staff receive needed services information,
- 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 the 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 inpatient 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:
- Maintains accurate, complete, up-to-date patient care records
as defined by hospital policy.
- Prepares charts and labels on admission with appropriate
documentation sheets and 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 the chart made for the patient has all the
necessary documents and labels in place, etc. Label 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., retrieving lab and test results, etc.
- Communicates findings to clinical team members as
- Maintains statistics for the PFT Lab and Bronchoscopy areas.
(applies to Respiratory Therapy Clinic only) Schedule and book
- Uses manual/computer programs/terminal i.e. SCM, IDX, GE i.e.
for access & data entry of appointment information.
- Follows the approved scheduling/appointment policy. Schedule an
appointment on the day of request.
- Notifies appropriate individuals as required.
- Prints appointments as required.
- Faxes information as needed.
- Checks chart for completeness.
- Check to ensure that the appropriate pathway sheet is in the
- Obtain discharge summaries, ensuring each page has barcode
labeling, etc., before forwarding materials to the medical record
- Re-copy and replenishes chart forms, e.g., medication records,
activity sheets, etc., before expiration, ensuring each form is
appropriately labeled with the correct patient's name and medical
- Transcribes patient care orders accurately and promptly as
- 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,
preoperative screening exams/tests in advance of scheduling
surgery/procedure; coordinates patient test/procedure schedule to
minimize patient travel and time-off the 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, e.g., diet list, census sheets, supply log, and 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
- Maintains and replenishes Downtime Box with appropriate order
sheets, Dr's Orders, Progress Notes, lab, etc.
- Is proficient in downtime procedures and aware of the location
of Downtime Computer and Printer that can be accessed when other
Care of the Environment, Equipment, and Material Suppliers:
- Performs a variety of activities to ensure a clean, safe, and
stocked unit environment for patients, visitors, and staff.
- Conducts daily rounds, to ensure a safe and clean environment
and contacts appropriate Department/staff to clean, transport,
and/or to address other safety/cleanliness issues.
- Initiates work/repair orders uses computer software /terminal
for access data entry. Log issues with the ITS rounder or to the
- Arranges for delivery of expired/broken equipment/materials to
the appropriate repair site. Tracks and returns borrowed/rented
- As directed by the manager, logs/completes daily patient
charges/billing, inclusive of appropriate billing codes, either
manually or via automated systems according to department /hospital
- 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 an online ordering computer system
or paper systems.
- Organizes work and storage areas.
- Verify amounts received as ordered.
- Orders other supplies as requested.
- Competent in ordering supplies online using Lawson, RSS, and
Staples, RR Donnelly i.e. Participates in searches for missing
patients, belongings, and/or equipment.
- Maintains and troubleshoots basic office equipment including
but not limited to, a daily reboot of the computer, load
printer/photocopier with paper, point-of-service monitors,
printers, fax machines, addressograph, etc.
Work Rules, Standards, and Competency Compliance:
- Acts in a manner that supports a positive and collaborative
work environment and that is congruent with established standards,
policies, procedures, and regulations.
- Conforms to hospital universal standards of performance and
conduct, including those of patient rights and BMC Standards of
Behavior, so that the best possible customer service and patient
care may be provided.
- Works cooperatively and constructively with all staff members
and takes appropriate steps to effectively resolve interpersonal
conflicts seeking assistance from his/her supervisor when
- Seeks out and acts upon constructive feedback regarding daily
performance and works toward achieving goals identified during
- Participate in the staff meeting, departmental/unit
initiatives, quality improvement projects, and committee meetings
as assigned i.e. cost containment activities as needed.
- If unable to attend non-mandatory activities, accept
responsibility to review meeting minutes and document review, and
become knowledgeable of issues discussed.
- Complies with established practice standards, policies,
procedures, protocols, guidelines, and regulations, e.g., DPH,
Joint Commission, Fire Codes, OSHA, etc.
- Follows established Conduct and Attendance, Safety, and
Infectious control policies/standards; consistently available on
- Participates in ongoing educational activities to maintain
competency and update requisite skills in his/her area of
responsibilities; maintains an accurate annual education
- Completes annual mandatory education requirements, e.g., safety
regulation and infection control review, departmental and
unit-specific competencies, etc.
- Maintains a presentable appearance following the dress code.
Wears assigned uniform while on duty.
- Wears and has visible Hospital I.D. badge that identifies self
as a Unit Coordinator.
- Assists in orientation of new staff, and serves as a resource
to float staff on your unit.
- Adapts to changing patient and unit needs including but not
limited to offering assistance to other team members, floating,
adjusting assignments, running unit/patient errands when requested,
- Collaborates with charge nurse/supervisor to coordinate break
periods with unit activities.
- Remains knowledge of and demonstrates reliability concerning
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
- Performs other duties as needed.
Requires a high school education or GED.
KNOWLEDGE AND SKILLS:
- Work requires demonstrated competence to effectively speak,
read, and write English. Multilingual skills (beyond that of
English) in languages appropriate to the patient populations served
by the Boston Medical Center are preferred.
- Work requires the 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
- 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.
- Work requires physical ability to meet core job requirements
following practice setting demands for the patient populations
Keywords: Boston Medical Center, Boston , Unit Coordinator, Observation Unit (Per Diem, Rotating), Other , Boston, Massachusetts
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