Job Description

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Position: Unit Coordination Assistant
Dept.Health System: Credit Valley Hospital Emergency Department
File#: 2024-38999
Role Level: Administrative Clerical (AC03) $23.47-29.30
Status: Temporary Full Time x 1
Hours of Work/Shift: Must be available to work all Shifts
Posted: September 20, 2024
deadline: September 27, 2024
Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. Comprised of the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and the Reactivation Center at Humber. Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.
Our Mission: A New Kind of Health Care for a Healthier Community
Our Values: Compassion, Excellence, Courage
Our Goals: Quality, Access, Sustainability
Our Enablers: People, Education, Innovation, Research
Position Summary: (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 patients 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 patients 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 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 management.
• Patient tracking - on/off unit.
• Create packing list for specimen transport from designated units (including OR) to lab.
• Unplanned surgical case booking - updating snap board (Epic- OR and OB UCAs).
• Admitting and discharging patient on Unit Manager.
• Accountability for patient bed preference and connecting with bed desk.
• Ability to integrate Epic labs.

Other General Duties and Responsibilities (all listed may not be applicable to all units/programs)

• Consult follow ups and tracking response times for possible escalation.
• Collects information for registration, billing and accommodations.
• May be required to stock unit carts and/or supply areas.
• Provide support for the Clinical/Team Leader or Charge Nurse.
• Orders all government forms for different scenarios.
• Compiles statistical data to generate and prepare standardized reports on a monthly basis.

Adapts to a dynamic work environment by undertaking cross-functional responsibilities and additional duties in alignment with the job classification, ensuring comprehensive support as needed.
Works in compliance of the Occupational Health & Safety Act and its regulations, reporting hazards, deficiencies and contraventions of the Act, in a timely manner.
QUALIFICATIONS
Educational Qualifications

• High school diploma or equivalent; additional education or certifications in healthcare administration is a plus.
• Post-secondary education, such as an associate degree or coursework in healthcare administration or a related field preferred.
• Medical terminology course or equivalent experience preferred.

Professional Experience

• Preferred candidates may have 1-2 years of experience in an administrative role.
• Familiarity with healthcare environments including exposure to patient interactions and interdisciplinary clinical teams is advantageous.
• Experience in a customer service role is desirable, especially if it involved interactions with patients, families, and healthcare professionals.

Skills and Competencies

• Proficiency in basic computer applications and familiarity with Epic.
• Customer service-oriented with a friendly and professional demeanor.
• Strong time management and organizational skills.
• Excellent verbal and written communication skills.
• Team player with the ability to collaborate effectively.
• Detail-oriented with a high level of accuracy in data entry tasks.
• Ability to adapt and handle changing priorities in a dynamic work environment.
• Equipped to have necessary conversations with patients and families.

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.
To pursue this career opportunity, please visit our website:
Trillium Health Partners is an equal opportunity employer committed to fostering a healthy, safe and respectful environment for healing, based on our values compassion, excellence and courage. To be Better Together, we commit to fostering a respectful workplace culture that promotes a safe and supportive environment for everyone who provides care, supports caregiving, receives care or visits the hospital.
In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.
All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.
Trillium Health Partners is identified under the French Language Services Act.
We thank all those who apply but only those selected for further consideration will be contacted.