Position: Unit Coordination Assistant

Dept: Operating Room

Posting ID: 2024-39139

Status: Temporary Full Time (x12 months) 

Role Level: Admin Clerical AC03 $23.47 to $29.30

Site: Mississauga Hospital

Hours of Work/Shift: All shifts: 8 hour, 10 hour and 12 hour shifts; Weekdays and Weekends

Posted: Sept 17, 2024

Internal Deadline:Sept 24, 2024

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
• Enters data including appointment requests and patient
• 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 patient’s needs.
• Prepping paper chart for HIM after
• Compiling transfer paperwork for receiving hospital /facility.

Information Management

• Ensures patient charts are sent to Health Records with all accurate and required patient
• Updates WHIMS/MDS binders/information sheets as
• Whiteboard or other audits in patient rooms or on the unit, as
• 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 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
• Order requisitions and maintains office/medical supplies; counts and labels inventory as
• Ensures equipment and furniture are Prepares work order requests for preventative and restorative maintenance/repair as required.
• Contacts environmental services for cleaning of equipment and/or unit as
• Processes routine financial transactions including unit supply/inventory purchase and charges for services/items not covered by patient’s healthcare plan.
• Liaises with Clinical/Team leader on changes to flow of patients and updates assignment sheets if needed
• Attend and contribute to unit
• Complete unit
• Open, sort and distribute incoming mail and other
• Takes, prioritizes and relays messages for unit staff and/or Locates unit staff, pages healthcare professionals as required.
• Placing orders from Print Shop for any documentation needed on the

Scheduling, Timekeeping & Payroll Support Specific Job Duties and Responsibilities

• Supporting staff and leadership in into the scheduling and timekeeping system and finding the information
• 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

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
• Initiate service task requests in EPIC (e.g. Blood work specimen delivery, stretcher requests)
• Patient transport
• Updating primary care provider (PCP) contact
• Compiling discharge
• Supports others in Epic with

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
• Patient tracking – on/off
• Create packing list for specimen transport from designated units (including OR) to
• Unplanned surgical case booking - updating snap board (Epic- OR and OB UCAs).
• Admitting and discharging patient on Unit
• Accountability for patient bed preference and connecting with bed
• Ability to integrate Epic

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

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

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 contravention’s of the Act, in a timely manner.

QUALIFICATIONS

Educational Qualifications

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

Professional Experience

• Preferred candidates may have 1-2 years of experience in an administrative
• 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
• Customer service-oriented with a friendly and professional
• Strong time management and organizational
• Excellent verbal and written communication
• Team player with the ability to collaborate
• Detail-oriented with a high level of accuracy in data entry
• Ability to adapt and handle changing priorities in a dynamic work
• Equipped to have necessary conversations with patients and

To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca

 Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity.

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.