Unit Coordination Assistant -CVH 1B Medicine

Location
Mississauga, ON
 
Full job description
POSITION TITLE: (Inpatient) Unit Coordination Assistant

Position: Unit Coordination Assistant

Job Requisition Number: 3648

Status: Temporary Part Time (x1) approx. 12 months

Role Level: Admin Clerical - AC03 ($24.17-$30.18)

Department: 1B Medicine, Inpatient Medicine Program

Site: Credit Valley Hospital

Posted: July 30th, 2025

Internal Deadline: August 6th, 2025

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 patient’s 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 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 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 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 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.
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