Unit Clerical Support - Baystate Health

Req#: R31444
Category(s): Administrative Support, Unit Clerical Support
Full Time / Part Time: Full-Time
Shift: First

Do you have customer service or office experience and want to expand your career into healthcare?

Baystate Health is seeking an Apprentice to work as an Operations Associate / Cardiac Monitor Technician. Successful candidates would be provided with the opportunity to complete a fully certified Apprenticeship in this role.  This is an exciting opportunity for individuals wanting to gain experience to begin or advance in a career.

This role combines the responsibilities of an Operations Associate with that of a Cardiac Monitor Tech.

The responsibilities of an Operations Associate include independently working with the patient and family-centered care teams to ensure all business functions related to processing patient information, managing documentation, organizing patient medical records, and facilitating smooth unit operations. Cardiac Monitor Techs observe cardiac monitors, identifying and reporting irregular rhythms to a registered nurse for interpretation, recording EKG monitor strips and ensuring maintenance of all monitoring equipment.

Apprenticeship – What we can offer YOU!

It’s an Immediate Job: Apprentices start working from day one with earnings on par with their proficiency. The Operations Associate / Cardiac Monitor Tech Trainee is enrolled in a Registered Apprenticeship program with Baystate Health and will complete the Registered Apprenticeship requirements of 150 hours of Related Technical Instruction 2000 hours of Work Process on-the-job training. This includes training in: Dysrhythmia, Medical Terminology, Cardiac Monitor Equipment.

Upon completion of this instruction and training, the trainee will be eligible for promotion, wage increase, bonus, and will receive a nationally recognized credential from the Division of Apprenticeship Standards.


The Operations/Monitor Apprentice reports to the Nurse Manager, but daily activities are coordinated by the charge nurse. Independently works with the patient and family-centered care teams to ensure all business functions related to processing patient information, managing documentation, organizing patient medical records, and facilitating smooth unit operations. Files appropriate patient reports and other information for their records. Facilitates communication among staff, relaying messages/information. Facilitates bed management and patient throughput on the unit. Performs functions necessary to process direct admissions to the unit. Acts as a receptionist for visitors to the unit and as a business partner to the department and clinical staff. Orients patients and families to the unit, answering routine questions.                    

Job Requirements

1) Bed Management: Tracks, prioritizes, and assigns beds. Communicates with BMD and BM for admissions, discharges, and transfers (ADTs). Coordinates unit/department ADTs. Checks BMD, enters new data and advises Charge Nurse of changes. Checks CIS for discharge orders and follows up with MD and CM RN to ensure discharge documents are complete. Enters discharges in OA Gold and pending discharges in BMD. Rounds 3 times daily with RNs and CM regarding discharges, discharge times and special instructions, and appropriateness for Discharge Lounge. Notifies CM if an ambulance is unable to come at the assigned time. CM monitors BMD for observation of patients to determine if the patient needs discharge or status change. Tracks new admissions from the ED. Retrieves SBAR data from the ED and communicates to the nursing staff. Assures fax is received within 30 minutes. Arrange patient transport from the ED if needed. Carries BMD beeper and assigns coverage during breaks and meals to ensure a constant.

2) Proficiently and accurately utilizes the following computer applications in daily work: C Word, OA Gold, SMS, CIS, Premise, BMD, PCM Auditor, People Soft and Staples, and Kronos access if applicable.

3) Unit-specific projects: Project work as assigned and/or needed, such as Payroll, committee participation, developing unit time schedules, etc.

4) Communication: Provide report/handoff to next shift, including pending discharges, admissions in process, empty beds, beds being cleaned, and closed beds with the reason. Contacts other departments for priority tests for patients identified for next-day discharge. Answered telephones and relayed messages promptly and with consistent accuracy to team members. Responds to routine inquiries knowledgeably and/or refers them to the appropriate person, assists staff as requested, and ensures identified problems are communicated accurately and promptly. Places call to MDs and ancillary departments to facilitate patient care and throughput. Where appropriate, coordinate communication with NEOPO and related paperwork in conjunction with RN. Screen calls for the clinical team and facilitate communication of information requested.

5) Serve as a unit-based resource for Zoned Hospitalist and medical/surgical teaching teams. Assist Hospitalist during clinical rounds, i.e., initiate phone calls, send faxes, and call consults as directed by Zoned Hospitalist. Make available the unit-based assignment (RN/Case Manager/Social Worker and covering RNs [i.e., lunch and breaks]) daily for the Hospitalist. Maintain and identify specific workspace for Hospitalists which include computer and telephone access. Works with Access Services and patient/family to secure post-discharge follow-up appointments. Identifies the Hospitalist of the day daily through electronic systems and prints this form for team use throughout the day. Posts break and lunch coverage in a central location for ease in obtaining patient-related information and fostering communication.

6) Hospital Records and logs:

Maintains patient charts in proper sequence and labels pages with patients' names. Prepares records before transfer and discharge. Explains and obtains signatures for Medicare forms. Organizes charts for medical records and faxes or copies of records as needed. Sends discharge record to HIM (old and new) immediately after discharge. Updates discharge/admission log. Ensures complete information is sent with transfers. Prepares patient charge tickets for data entry and keeps accurate records on the unit. When appropriate, enter data into the PCM auditor at specified times. Replenish and restock unit audit tools (i.e., refrigerator logs, negative pressure room logs, etc.). Other unit logs, i.e., assignment books, sick call records, Kronos variance forms, etc.

7) Unit Resource: Functions as a greeter for the arrival of new patients/families to the unit/department. Assists other departments with information and or answers to questions as requested. Post/file MD schedules for clinical team inquiry. In coordination with the charge nurse, prepare staffing assignments for the next shift. Place calls to replace unplanned staffing vacancies. Communicate staffing and scheduling to the Clinical Supervisor. As needed, but not limited to obtaining mail from the mailroom, blood products from the Laboratory, medications from the Pharmacy, and supplies from Distribution and Dietary as needed.

8) Inventories maintain and charge supplies. They initiate requisitions and requests accurately and in a timely fashion. They store supplies within 24 hours of receipt in a designated area. They record or submit charges and/or credits for patient supplies as needed. They coordinate paper supplies with the Print Shop and/or Distribution to maintain unit/department par levels.

9) Knowledge of and initiating emergency procedures as needed/directed within the unit/department. Verbalizing knowledge and location of emergency equipment. Mobilizing emergency support personnel through immediate telephone contact.

10) Observe cardiac monitors. Identifies and reports irregular rhythms to a registered nurse for interpretation and intervention. Records and processes EKG monitor strips for defined cardiac patient populations. Assures proper placement and maintenance of all monitoring equipment.

11) Demonstrates competency for one-to-one observation of patients based on department and unit-specific needs.

12) CPR/BLS Certification may be required by the department

13) Must take and pass the required dysrhythmia course (telemetry) within 6 weeks of hire

Required Experience

Previous Clerical or Customer Service

You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.



GED or HiSET (Required)


Basic Life Support – Other

Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

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