Unit Administrative Coordinator Orthopaedic and Amputee Rehab

Job Responsibility:

Duration: Temporary until Jan 31, 2025

POSITION SUMMARY:

The Unit Administrative Coordinator ensures efficient operations of the Inpatient Unit. The Unit Administrative Coordinator provides seamless, prompt, friendly customer-focused service to inpatients and the general public by performing a variety of administrative tasks including handling inquiries, appointment scheduling including data entry and health information management in an integral software system. The Unit Administrative Coordinator is responsible to provide administrative/clerical support to physicians, clinical staff and management and appropriately communicate with internal and external healthcare and support professionals to effectively manage the duties of the area. The Unit Administrative Coordinator will also represent Providence Healthcare to its various constituencies in a manner that is courteous, helpful and professional. All duties are performed in accordance with the Mission and Values of Providence Healthcare.

MAJOR RESPONSIBILITIES:

• Answer telephone, screen calls, respond to routine inquiries and take messages in accordance with the clinical team and physician instructions;
• Acts as first line of inquiry to patients and visitors and projects a welcoming, congenial and supportive attitude befitting the mission and values of Providence Healthcare;
• Communicates admission/discharge/transfer information between the admitting office and unit teams to ensure maximum utilization of program beds;
• Coordinates process of gathering and compiling patients' personal and confidential information upon admission;
• Tracks and obtains missing/additional information necessary for the effective planning of patient care;
• Ensures data entry and data retrieval on Meditech Scheduling system;
• Assembles patient charts and ensures safe storage and/or transport of such charts;
• Books required medical tests, consults and appointments and conducts follow-up as required;
• Coordinates the activities of the patient/resident transport service in area; Monitors requests for reports, and assembles background information for teams review;
• Oversees the distribution of confidential correspondence and dictated consult notes as requested by the physician;
• Cancels and reschedules patients appointments based on clinical staff and physician recommendation;
• In Meditech posts nursing schedule in accordance with union collective agreements;
• In collaboration with Patient Care Managers schedules vacations, requested shift exchanges, sick leave, and other absences to provide adequate, competent coverage of every shift, including the awareness of ERT trained nurses in those areas deemed as responders;
• In collaboration with Occupational Health and Wellness and PCM, ensures the correct implementation of Early and Safe Return to Work Plans by adjusting schedules and providing required staffing additions for duration of plan;
• Maintains timely and accurate record of staff attendance for purposes of payroll and attendance monitoring;
• Maintains a working knowledge of ONA and CUPE collective agreements; Schedules and monitors staff attendance for education programs and for mandatory testing ie. Mask Fit Testing;
• Creates and monitors PAFs in collaboration with PCM, communicates changes to Human Resources department to maintain accurate position control;
• Acts as a liaison with Volunteer Resources and supervises volunteers by providing orientation/education, direct guidance, support and encouragement;
• Enters staff payroll in the Meditech Scheduling System;
• Takes and distributes minutes at pertinent business meetings.

QUALIFICATIONS/SKILLS REQUIRED:

• A Community College certificate or diploma in an Administrative or Secretarial field; healthcare specific;
• Minimum of five years of active working experience in an administrative or secretarial field in a healthcare setting;
• Working knowledge of office and financial accounting procedures, preferably in a healthcare setting;
• Strong computer skills and proficiency in the use of all Microsoft Office products; including Access, Word and Excel;
• Knowledge of the Meditech software modules would be an asset;
• Writing knowledge of medical terminology, health record systems and the dictation process;
• Ability to efficiently schedule appointments for both patients and clinicians;
• Strong written and oral communication skills in English, and legible handwriting;
• Must have the ability to prioritize tasks and be flexible in a busy healthcare environment;
• Possess exemplary interpersonal communication skills, patience and a genuine interest in the well-being of the stakeholders being served;
• Ability to exercise sound judgment in handling information that is confidential and sensitive in nature;
• Capacity to know when to ask for assistance from clinical staff when fielding inquiries;
• Self-directed; work well both independently and interdependently under pressure;
• Must have ability to pay great attention to the detail and accuracy of work completed;
• Ability to appropriately interact with stakeholders from various cultural backgrounds;
• Ability to learn new software applications;
• Commitment to continuous self-reflection, evaluation and role improvement;
• Sense of humour;
• Very good attendance record;
• Good performance record.