POSITION AUTHORIZATION:

The Unit Administrative Coordinator ensures efficient operations of the Houses Unit. The Unit Administrative Coordinator provides seamless, prompt, friendly customer-focused service to residents 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.

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 residents and visitors and projects a welcoming, congenial and supportive attitude befitting the mission and values of Providence Healthcare;
• Coordinates process of gathering and compiling residents' personal and confidential information upon admission;
• When residents' bloodwork is due, the Unit Coordinator distributes completed bloodwork to each nursing station for lab technician to complete;
• Update the brief list for discharged and admission residents and post updated list in the Medication rooms and linen carts;
• Notify family member about Clinic appointment date and time;
• Tracks and obtains missing/additional information necessary for the effective planning of resident care;
• Ensures data entry and data retrieval on Meditech Scheduling system;
• Assembles resident charts and ensures safe storage and/or transport of such charts;
• Books required medical tests, consults and appointments and conducts follow-up as required;
• Prepares correspondence and consult notes for physicians;
• 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;
• Contacts internal and external healthcare providers as directed by clinical staff and physicians;
• Cancels and reschedules residents appointments based on clinical staff and physician recommendation;
• Prepares discharge packages;
• In Meditech posts nursing schedule in accordance with union collective agreements;
• Maintains a working knowledge of ONA and CUPE collective agreements;
• Enters staff payroll in the Meditech Scheduling System;
• Inputting availability schedules into Meditech;
• Inputting shift exchange request when needed;
• Completion of schedules/ covering for staffing clerk as required;
• Schedules and monitors staff attendance for education programs and for mandatory testing i.e. Mask Fit Testing;
• Creates and monitors PAFs in collaboration with RCM, 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.

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.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.