Unit Coordination Assistant

POSITION TITLE: Unit Coordination Assistant - 3A Comprehensive Stroke Unit

Position: Unit Coordination Assistant 

Job Requisition Number: 5871

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

Role Level: Admin Clerical - AC03 ($24.90-$31.09)

Department: Comprehensive Stroke Unit

Site: Mississauga Hospital

Posted:  December 18th, 2025

Internal Deadline: December 25th, 2025

The 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.