Unit Clerical Support - Baystate Health

Req#: R24627
Category(s): Administrative Support, Unit Clerical Support
Full Time / Part Time: Part-Time
Shift: First


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 also as a business partner to the department and clinical staff. Orients patients and families to the unit, answering routine questions.

Job Responsibilities: 

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, CM RN to assure 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. Arranges patient transport from the ED if needed. Carries BMD beeper, and assigns coverage during breaks and meals to ensure a constant flow of ADTs.

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 Koronos 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. Answers telephones and relays messages promptly with consistent accuracy to team members. Responds to routine inquires 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, coordinates communication with NEOPO and related paperwork in conjunction with RN. Screen calls for the clinical team and facilitates 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 as well as covering RNs [i.e. lunch and breaks]) daily for 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 daily the Hospitalist of the day 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 record prior to transfer and discharge. Explains and obtains signatures for Medicare forms. Organizes charts for Medical Records, and faxes or copies records as needed. Sends discharge record to HIM (old and new) immediately after discharge. Updates discharge/admission log. Insures 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 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 maintains and charges supplies. Initiates requisitions and requests accurately and in a timely fashion. Stores supply within 24 hours of receipt in designated area. Records or submits charges and/or credits for patient supplies as needed. Coordinate paper supplies with Print Shop and/or Distribution to maintain unit/department par levels.

9) Is knowledgeable of and initiates emergency procedures as needed/directed within the unit/department. Verbalizes knowledge and location of emergency equipment. Mobilizes emergency support personnel through immediate telephone contact.

10) Observes 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 Work Experience: 

1)  Previous clerical and customer service experience

Preferred Work Experience: 

1)  Clerical and customer service experience in a healthcare setting

Skills and Competencies: 

1)  Computer literate, good interpersonal skills Must take and pass required dysrhythmia course (telemetry) within 6 weeks of hire. OAS Gold Training,

2) Conflict Resolution Training, Delegation Training, Team Training, Critical thinking skills, Ability to organize and prioritize, Ability to read and write in English, and/or unit-specific competencies.

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.



Associate of Arts, Associates of Science, GED or HiSET (Required)


Basic Cardiac Life Support – American Heart Association

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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