Schedule

Monday-Friday 11am-7pm

GENERAL SUMMARY

The Unit Coordinator coordinates the flow of patient activity and information on the unit/practice areas, based upon currently approved policies and procedures recognized by the Medical Center. Functions as a member of the Health Care Team under the direction of the Clinical Nursing Director or designee to perform a variety of clerical duties. The Unit Coordinator is a liaison to all departments and is the key pivotal communication link between multiple disciplines associated with patient care, customer service and the smooth and efficient functioning of the unit. The Unit Coordinator at Tufts Medical Center provides a supportive environment, which fosters the patient and family centered model of care.

PRINCIPLE DUTIES AND RESPONSIBILITIES

In constant communication with the Admission Discharge Transfer (ADT) Center on the status of all patients, including all transfers, admissions, discharges, bed changes, bed cleaning requests and possible changes made throughout the shift.Responsible for review of the bed assignments and relaying this information to the charge nurse.Informs nurse, appropriate service, intern, resident, and the ADT Center when new admissions arrive on the unit.Assembles charts for admissions and disassembles chart for discharge according to hospital guidelines ensuring all necessary documents are included.Prepares and maintains medical records, in accordance to Medical Center standards and policy, including labeling patient name on admission forms, filing all paperwork in medical record, sorting EKG’s, x-rays, pathology reports, operative notes, progress notes, consultations, etc., for current, discharged, and transferred patients.Labels patient names and updates bed boards, bedside charts, and computer information, including diet, condition, allergies, height and weight of new and current patients.Transcribes physician orders to appropriate information sites, i.e., Sorian, nursing kardex, MAR (medication administration record), intervention sheet, diet sheet and other documents utilized and completes necessary follow through.Promptly answers telephones, triages telephone calls, and call light intercom, using appropriate and approved etiquette, and notifies appropriate staffPages physicians and others via the hospital page system, maximizes the use of alpha paging when appropriate.Promptly calls the hospital emergency operator to communicate emergencies using the Medical Center policy.Utilizes hospital computer systems accurately to enter orders, verify orders, retrieve data and generate reports. Reports malfunction to help desk.Under the direction of the professional nurse, coordinates all appropriate personnel for safe transport of patients.Performs all duties and responsibilities particular to each unit as indicated on the individualized duty lists.Assists with orientation and training of new unit coordinators as designated by the Nurse Manager in collaboration with the Central Staffing Office.Participates on assigned committees and projects within the department or the hospital at the discretion of the Nurse Manager.Upholds the standards of performance established by the Department of Patient Care Services at all times.Notifies Nurse Manager and Staffing Coordinator if unable to perform any of the above responsibilities.Completes other duties as assigned in order to fulfill the requirements of the Unit Coordinator position.Provides clear, concise and helpful communication that encourage positive patient, family, visitor and staff experiences

Collaboration:  Demonstrates/applies the skills necessary to interact with the health care team in regards to the implementation of the medical/nursing plan of care.

Accepts assignments positively and resolves issues in a mature manner.Promotes open communication with the nursing staff to ensure a positive work environment.Conducts self in a kind and courteous manner to patients, families and staff.Accepts constructive feedback regarding performance and effects a positive change in a timely fashion.

Environment: Influences others by establishing an environment for optimal patient care, mutually supportive collegial relationships and professional development.

Maintains attendance in accordance with the Medical Center policyAdheres to the Medical Center dress code.Maintains a work area that is neat, organized and free of food and beverages.Takes breaks/lunch when nursing staff can accommodate coverage.Maintain positive customer relations in all interactions.Arrives to work on time and remains until the end of scheduled shift.Notifies the Nurse Manager or in his/her absence, the charge nurse on the floor and Central Staffing Office of absences according to hospital policy.

JOB KNOWLEDGE AND SKILLS

Must have excellent communication skills including understanding extensive medical terminology in such duties as transcribing medication orders.High level of interpersonal skills required for interacting effectively and cordially with a wide variety of hospital personnel, visitors and patients.Must be able to perform in stressful situations and handle multiple priorities simultaneously while maintaining a positive and approachable demeanor.Knowledge of computer systems and software with an ability to learn and retain new applications. Knowledge of Microsoft Office useful.Utilizes cultural competence training and knowledge of individual needs to enhance patient, family and co-worker’s health care experience.

AGE SPECIFIC COMPETENCIES

 Demonstrates the ability to communicate to the age groups of the population served.

EDUCATION

High school diploma or equivalent required. 

EXPERIENCE

Minimum one-year medical/administrative experience preferredKnowledge of medical terminologyKnowledge of computer systems

PHYSICAL DEMANDS/WORKING CONDITIONS

Prolonged, extensive, or considerable standing/walkingConsiderable reaching, stooping, bending, kneeling, crouchingFrequent exposure to hazardous chemicals, patients, bodily substances, noise and possible exposure to radiation, lasers, electric shock, etc.Regularly exposed to the risk of blood borne diseases and other transmissible infectionsContact with patients under wide variety of circumstancesSubject to varying and unpredictable situationsSubjected to irregular hoursMay have contact with hazardous materials

AMERICANS WITH DISABILITIES STATEMENT:

Must be able to perform all essential functions of this position with reasonable accommodation if disabled.

Unit Coordinator Duties

SPECIFIC DUTIES:

On Admission:

Assumes responsibilities for updating RapidView board with Charge RNNotify Charge Nurse of all rapid view activities and flow page communicationCommunicate changes and information back to Admission Discharge transfer Center (ADT) via RapidView as indicatedAssembles patient’s medical record according to Hospital Policy.  Labels appropriate forms, i.e. progress notes, nursing assessments, and files in medical recordEnters allergies, heights and weights into computerTranscribes admissions orders per Hospital PolicySchedules requested tests, x-rays, proceduresForwards copy of medication orders to pharmacyNotifies department of requested consultationsNotifies dietary department of changes in patient diet orderPrepares required lab slips and/or requisitions and entries for laboratory testingInforms primary/assigned nurse, service and attending when patient arrivesEnsures patient belongings checklist is completed and signedNotifies dietary department of admissions, transfers, and room service eligibilityCreates and maintains a list of covering MDs with pager numbers for all patients on the unit at all times

Procedures and Transfers:

Enters requests for patient transfers, changes in service, and floor/room change into RapidViewTranscribes transfer orders.  Sends medical record, addressograph, and clinical forms to receiving floor at the time of transferEnsures medical record is organized and filed appropriately per Hospital Policy

Discharges/Transfers:

Facilitates the discharge process by ensuring checkout procedure is completed with documentation in appropriate systemSchedules return clinic appointments as orderedNotifies RN (in the absence of the case manager) when the Discharge Plan is completed in SoarianMakes transportation arrangements as requested, i.e., book ambulance, attain discharge summaryCollaborates closely with Case Managers on complex discharges and communication for transportationNotifies ADT Center of patient discharge/computer discharge and enters information into RapidViewDisassembles patient medical record in proper medical record sequence, ensuring that all components of the medical record are captured, and prior to sending to Medical Records.  Saves all appropriate documents for unit specific Quality Assurance per Hospital PolicyEnsures Environmental Services Department (ESD) has cleaned patient roomDischarges the patient in Soarian promptly after the patient is discharged from the unitForwards current and old medical records to Medical Record Department or to appropriate destinyNotifies Admitting Office of patient death and requests death certificate for MD to completeSends patient’s medical records to the appropriate areaEnsures patient belongings are returned to the patient upon discharge or transfer

D. Performs related clerical functions:

Unit ReceptionistAnswers telephone utilizing proper and approved Tufts Medical Center service standard etiquette; triages calls appropriately/communicates information to appropriate staff membersGreets patients and their families as well as all other medical center employees, using customer service standardsSecurity Management:Evaluate appropriate people to enter unitScreen visitors for security and infection controlCoordinator of unit activitiesTriage all unit communications and activities to appropriate team memberKeeps a daily log on movement of all patients on and off the floor Posts on physician order books patient due for renewal orders, i.e., medication and treatment, weekly narcotics and monthly rewritesLabels and dates patient flow sheets       Obtains blood products from blood bank as requiredAnswers all call lightsSafeguards confidentiality of the medical record and patient information according to HIPPA (Health Information Privacy Protection Act) regulationsUpdates bedside clipboards with necessary clinical formsCoordinates tests, procedures, activities for all patients/families/providers on and off the unitInterfaces with the ADT Center to coordinate patient admission/discharge/transferInterfaces and directs ESD with priority bed cleansEnvironment ManagementMedical RecordFilingPacket developmentChart breakdown/thinning/dischargeAdmission chartSupplies (Staples, Smartworks, Patient Care Supplies)Order supplies (office & special orders)Assess & maintain par levelOrganize suppliesMaterial management interface; notify when supplies lowEnsure current forms on unit and in plentiful supplyMaintain unit environmentAssess and maintain environment for safety, tidiness and patient, family and provider satisfactionOversee nurses station and other common areas for cleanliness as determined by the unitMakes environmental rounds for routine maintenanceInitiates needsFills out and processes job requisitionsOrder ManagementTranscribes all written ordersMaintains supplies for order entry during downtimeCommunicates to Helpdesk any issues identified using order systemManages all orders entered under CPOE (Computerized Physician Order Entry)Pulls order sheets for pharmacy and/or takes orders as appropriateCommunicates verbally to appropriate departments any orders needing contact

Labor and Delivery:

Night shift Unit Coordinator will enter and transcribe orders for patients being transferred to the MIUAll OR procedures being performed in LDR will be scheduled in the PICIS scheduling system.Performs administrative support for nurses triaging and admitting patientsEnters critical information accurately into LDR logbooksMust have knowledge of all prenatal physician groups associated with LDRLabels mother and baby packets for deliveryResponsible for encountering and charging patients accountCalls delivery teams according to protocol

 Directing and assigning Transporters/Housekeepers.  This includes the following:

Determines from nurse how many Transporters will be needed to transport the patientThe unit coordinator, under the direction of the charge nurse may request the Housekeepers to perform duties within their job description to facilitate patient flow and care delivery.

Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford, Care at Home - an expansive home care network, and large integrated physician network. We are an equal opportunity employer and value diversity and inclusion at Tufts Medicine. Tufts Medicine does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation by emailing us at careers@tuftsmedicine.org.