Unit Coordinator

Company: Cherokee Indian Hospital Authority
Location: Cherokee
Posted on: February 16, 2026

Job Description:

Job Description Job Description Primary Function The Unit Coordinator provides comprehensive administrative, clerical, and operational support to the Analenisgi Inpatient unit. The role’s primary purpose is to reduce non-clinical burdens on therapy and nursing staff, allowing clinical teams to focus on patient care. This position strengthens compliance, improves throughput, ensures data accuracy, and streamlines unit functions by handling clerical, scheduling, reporting, and coordination tasks. Role Summary The Unit Coordinator’s main function is to support therapy staff, nurses, supervisors, and managers with day-to-day tasks. This includes clerical support, scheduling, supply ordering, data tracking, meeting support, and communications management. The role also performs IVC and court-related duties. Job Description Nursing & Managerial Support Answer phones and triage calls to reduce interruptions for nurses and managers. Prepare, organize, and distribute Treatment Team notes to nursing staff, Techs, and providers. Manage clerical tasks for leadership (copying, scanning, faxing, filing, mailing, forms preparation). Track admissions and discharges each month; maintain high-risk patient tracking spreadsheets. Gather, compile, and organize data for management (e.g., admissions during timeframes, SAMHSA applications, survey prep). Support managers with clerical follow-up on audits, surveys, and compliance requirements. Schedule staff trainings (CPI, BLS, etc.), reserve rooms, send invites, and prepare rosters. Order supplies for Care Team and unit as directed by managers. Scan and save tracers, training certificates, and other required documents. Support onboarding/orientation by preparing materials and setting up files for new staff. Maintain updated shared drives, forms, and unit clerical systems. Data, Dashboards & Reporting Collect and track data for monthly dashboards and submit reports on time. Perform manual chart reviews for admissions to validate documentation (per data dictionary). Maintain spreadsheets/databases for unit metrics; ensure accuracy and timely updates. Transportation Coordination Manage Transportation Tech schedule and respond to transport requests from departments. Communicate trip details, special instructions, and provide real-time support during transports. Troubleshoot transport issues, escalate to managers when needed, and verify safe arrivals/returns. Coordinate backup transport coverage when Transportation Tech is unavailable. Referrals & Placement Support Track outside referrals, send referral forms, and request missing information. Enter referral data into database; assist CRT with placement availability check ins, OpenBeds report. Verify Medicaid/insurance for referrals in NCTracks when requested by CRT. Court/IVC & OPC Duties Review IVC packets for completeness and submit originals to the Clerk of Court at discharge. Update attorneys and communicate hospital’s position (dismiss, continue, uphold). Submit IVC outcomes, manage paperwork scanning to Medical Records. Track Outpatient Commitments (OPCs)[MJH1] , update courts at review hearings, and manage EHR record flags. Communicate with courts, attorneys, and Police Departments as needed. Provide occasional holiday/weekend coverage when emergent hearings are required. Clerical & Communication Support Manage and update email distribution groups (Treatment Team, Care Team, Gedoha, BH Transport). Draft and distribute memos, schedules, and announcements from managers. Maintain organized files, ensure clerical systems are accurate and up to date. Provide support for case management tasks, placement calls, or data entry as requested. Coordinate with and provide support for Utilization Review related patient visit authorization. Assist leadership with clerical workload during audits, surveys, or special projects. Collaboration & Communication Partner with nursing and leadership to proactively take on clerical and administrative workload. Support managers by taking routine clerical and scheduling tasks off their plates. Serve as liaison to courts/attorneys for IVC/OPC duties. Tools & Systems Microsoft 365 (Word, Excel, Outlook, SharePoint) EHR (documentation routing, scanning, flags) NCTracks (benefits verification) OpenBeds (placement availability) Court systems/forms (for IVC/OPC) Standard clerical equipment (fax, copier, scanner, phone) Basic knowledge of eligibility requirements of the Cherokee Indian Hospital. Basic Medical Terminology. Must be able to maintain specified records, files, and call logs of the department. Must have excellent communication skills, both written and verbal. Requires the ability to work independently or as a member of a team. A practical knowledge of the medical facility’s organization and services. Education/Experience Requirements An Associate’s Degree in Medical Office Administration Associate’s degree in Medical Office Administration, Health Information Management, Healthcare Administration, Business or a related field; or an equivalent combination of education and experience that demonstrates the knowledge, skills, and abilities to perform the essential duties of the position. 2 years previous experience in medical office insurance and billing or similar environment required. 2 years previous experience working with the current patient population. Valid NC Driver’s License. Contacts with Others Primary contact is with staff, then patients for the purpose of conducting interviews and registration process. Secondary contacts include, but not limited to medical records staff, pharmacy staff, and medical staff. All contacts require tact, courtesy, and professional decorum. Confidential Data The incumbent has access to highly confidential patient medical and personal information. The Privacy Act of 1974 mandates that the incumbent shall maintain complete confidentiality of all administrative, medical and personnel records and all other pertinent information that comes to the individual’s attention or knowledge. The Privacy Act carries both civil and criminal penalties for unlawful disclosure of records. Violation of such confidentiality shall be cause for adverse actions. Responsibility for Accuracy Responsible for accuracy of demographic and insurance information obtained and entered into Medical Records. Mental/Visual/Physical The level of concentration varies with tasks, with close attention to detail required while entering data and verifying accuracy of information. Duties of this position require the employee to be mobile, reach with hands and arms, speak, and hear. Must have visual acuity. Position is subject to frequent interruptions, requiring varied responses. Must be able to handle multiple projects simultaneously, work independently, and meet deadlines and time frames. May occasionally move more than 15 pounds. Resourcefulness and Initiative Follows well defined procedures and follows supervision directions. Demonstrates initiative and judgment required maintaining accurate data and complete tasks in a timely fashion. Environment Must be flexible in working hours. Work is performed in the hospital setting (Emergency Room). The CIHA Health System is responsible for treating patients with a wide variety of medical problems. Incumbent is required to comply with Employee Health Program guidelines including current immunization status of identified communicable diseases. Safety precautions are sometimes necessary. Customer Service Consistently demonstrates superior customer service skills to patients/customers by demonstrating characteristics that align with CIHA’s guiding principles and core values. Ensure excellent customer service is provided to all patients/customers by seeking out opportunities to be of service. Monday through Friday 0800 to 1630

Keywords: Cherokee Indian Hospital Authority, Gastonia , Unit Coordinator, Healthcare , Cherokee, North Carolina