UNIT COORDINATOR/SECRETARY - South Shore Health

Job Description Summary

The Unit Coordinator/Secretary through communication, requisitioning and management of supplies and equipment, coordinates the activities of the nursing staff, the patient, the physician, other Hospital departments and visitors. He/she performs general receptionist and clerical duties in order to facilitate efficient functioning of the nursing unit.

Job Description

1. Patient Experience

a. Demonstrates professional courtesy in all interactions, answers questions or finds someone who can.

b. Acts as resource person to nursing staff, other clinicians and support services.

c. Interacts with patient and families in a compassionate and humanistic manner, demonstrating empathy, sensitivity and patience.


2. Technology - Utilizes technological solutions to work processes and practices.

a. Utilizes all software applications required by department and unit standards.

b. Accesses lotus notes to review email, learning management and other resources as applicable.


3. Orders/Admission/Discharges/Transfer of Patients

a. Scans necessary orders to Pharmacy and alerts nurse to STAT orders. Reviews and follows up on all CPOE orders and order entry per SSH policy and procedure.

b. Keeps bed track and PCS systems up to date.

c. Books appointments through central scheduling as indicated.

d. Ensures discharge disposition is entered accurately and in a timely manner

e. Fax necessary discharge paperwork and medication reconciliation to appropriate provider(s).


4. Unit Workflow

a. Prints, reviews and inquires about all unit reports as needed.

b. Files reports in the patient's chart in appropriate areas.

c. Completes accurate daily chart audits.

d. Completes a shift to shift report ( ie: NPO patients).

e. Completes shift rounds (ensure precaution rooms match med track and door tags are correct).


5. Supplies/Services

a. Orders supplies from Stores/other departments as needed or requested in collaboration with Operations Supervisor.

b. Collaborates with Operations Supervisor to maintain/change par levels and to order from outside vendors.

6. Safety/Quality Awareness - Fosters a “Culture of Safety” through personal ownership and commitment to a safe environment

a. Understands individual roles/responsibilities in event of hospital codes/emergency preparedness. (e.g., Code Disaster).

b. Ensures that unit environment meets regulatory requirements at all times (no cardboard boxes on the floor, safe passages).

c. Complies with the current CDC hand hygiene guidelines through proper handwashing. Adheres to universal precautions, makes appropriate use of personal protective equipment at all times and appropriately disposes of hazardous materials. Maintains awareness of MSDS sheets and how to access.


7. Professional Development

a. Functions as a preceptor for new employees.

b. Demonstrates dependability/flexibility in meeting scheduling needs of the unit and Hospital.

c. Utilizes critical thinking and problem solving in day to day operations as well as emergent situations.

d. Communicates appropriately and effectively utilizing the chain of command.

e. Is accountable for being informed about changes in hospital policy, procedure, and equipment.


8. Compliance

a. Works within legal, regulatory and ethical practice standards relevant to the position.

b. Complies with applicable policies and procedures..

c. Safeguards the privacy and security of patient information. The employee complies with policies and procedures relating to SSH’s privacy and security programs.

d. Brings potential compliance issues to a manager, supervisor, director or VP.

e. Complies with the mandatory education requirements of the compliance, privacy and security programs.


9. Patient Family Centered Care

a. Conveys respect for values, preferences, and expressed needs of the patient and family.

b. Recognizes the patient, and family according to patient preferences, as important members of the health care team.

c. Collaborates with the patient, and family according to patient preferences, in planning, implementing, and evaluating care.

d. Welcomes the presence and participation of family members at all times according to patient preferences, regardless of rounds, change of shift, or other events on unit.


10. AGE & CULTURE - Considers the individual needs of each person with whom they interact.

a. Possesses age and cultural knowledge and awareness.

b. Interacts with sensitivity in the delivery of care/services of diverse populations as needed.

c. Effectively utilizes resources to provide care/services - such as, interpreter services and on-line sources.

Minimum Education - Preferred
High School Diploma/GED preferred.

Minimum Work Experience
Knowledge of basic medical terminology preferred.
Basic computer knowledge is preferred.

Ability to communicate effectively and document information accurately. Ability to deal efficiently and effectively with a wide variety of individuals.