Abbreviation	Meaning
ADT log book	book used to record all admissions, discharges, and transfers on a nursing unit
ADT sheet	form used to record admissions, discharges, and transfers on a nursing unit on a daily basis
CQI	continuous quality improvement

EXERCISE 1

Write the abbreviation for each term listed.

1. admission, discharge, and transfer log book

2. admission, discharge, and transfer sheet

3. continuous quality improvement

EXERCISE 2

Write the meaning of each abbreviation listed.

1. ADT log book

2. ADT sheet

3. CQI

Merriam-Webster’s Collegiate Dictionary, Eleventh Edition, defines manage as “to handle or direct with a degree of skill.” The health unit coordinator (HUC) who learns to handle or direct with a degree of skill certain facets of the job is able to realize the full potential of health unit coordinating.

To implement the management techniques discussed in this chapter, it is important to (1) understand the philosophy of the health care facility, and (2) know and understand the health unit coordinating job description for the nursing unit. When hired, study these areas carefully. Implementation of the electronic medical record (EMR) and computer physician order entry (CPOE) has resulted in increased managerial responsibilities for the HUC. It is important to remember that the nursing unit will function more efficiently when unit personnel work as a team. The HUC is an important member of the health care team who has great influence on how efficiently the nursing unit functions.

Although the HUC position does not usually include direct management of people, how the HUC manages certain aspects of the job indirectly affects the other nursing unit personnel and the patients. Management can be divided into the following five areas:

1. Management of nursing unit supplies and equipment

2. Management of activities at the nurses’ station

3. Management of patient medical records

4. Management related to the performance of tasks

5. Management of time

6. Management of stress

Management of Nursing Unit Supplies

Responsibility for monitoring and maintaining supplies used on the nursing unit varies greatly among hospitals. However, this function definitely falls into the nonclinical category of tasks and is a part of the HUC job description in most hospitals with or without EMRs. Supplies stocked on a unit will vary depending on the unit specialty—for example, a pediatric unit will stock diapers, bottles, and similar items, and an orthopedic unit will stock slings, sandbags, and other orthopedic equipment and supplies.

Proper management of nursing unit supplies and equipment greatly enhances the delivery of patient care. Improper management can result in minor annoyances, such as the doctor’s discovering that the batteries are burned out when attempting to use the unit’s ophthalmoscope to examine a patient’s eyes. Management of nursing unit supplies involves all areas of the nursing unit.

Common Areas Located on a Typical Nursing Unit

Nurses’ station: Used as a reception desk and is the hub of activity. Contains the HUC workstation, and computers where doctors, nurses, and other health care professionals enter orders and other documentation into patients’ electronic or paper records. Equipment located in the nurses’ station includes computers, printers, scanner, telephones, and fax machine (see Fig. 1-1 on p. 3).

Patient rooms: Used to admit patients for treatment and care (medical, surgical, trauma, or obstetric patients).

Unit kitchen: Used to store food items and to prepare beverages and snacks for patients.

Linen room or cart: Used to store linens.

Employee lounge: Used by nursing unit personnel for conferences, breaks, and other activities.

Report room: Room used by nursing personnel who are going off duty to give a change-of-shift report to personnel who are coming on duty (report may be provided in person or may be tape-recorded).

Medication room or computerized medication cart: Used to store and to prepare medications for administration by nursing personnel.

Treatment room: Room used to perform invasive procedures such as lumbar puncture (spinal tap).

Central service closet or cart: Used to store items such as gauze pads, elastic bandages, adhesive tape, alcohol pads, masks, and protective gloves.

Utility room: Used for the storage and care of patient care equipment. Most hospitals have two utility rooms. One is referred to as a contaminated or “dirty” utility room, where used equipment such as intravenous pumps and air mattresses are stored until picked up by CSD personnel to be cleaned and sterilized for distribution as needed. The other is used as a storage room where frequently used equipment, such as intravenous poles, bedside commodes, and bedpans, is stored.

Visitor waiting room: Used as a visiting area for patients’ relatives and friends

Conference room: Used for patient care conferences or as a place where a doctor or a pastor can speak to family members in private.

Departments that Provide Nursing Unit Supplies

The patient is charged for some items, such as catheter trays and medications, whereas other items, such as paper chart forms, hand soap, paperclips, and so forth, are charged to the nursing unit budget.

Purchasing Department

Purchasing department supplies consist of nonnursing items, such as paper chart and requisition forms, pencils, staples, flashlights, and numerous other items. Figure 7-1 illustrates an example of a purchasing department order form. Items received from the purchasing department are paid for from the nursing unit budget. A cost control center number for the nursing unit is placed on all requisitions issued by the unit. Restocking of purchasing department supplies is done weekly or bimonthly and is the most demanding of all supply tasks. It is important to order what is needed in a timely manner.

Figure 7-2 illustrates an example of a nutritional care department stock supply order form.

Figure 7-2 Nutritional care department stock supply order form.

Laundry or Linen Department

Laundry or linen department supplies include linens and bedding such as pillows, sheets, blankets, towels, washcloths, and patient gowns. The cost of linen supplies usually is absorbed into the charge for the patient’s room. Most hospitals employ a laundry service to supply linen that is then delivered to each nursing unit by hospital personnel. If supplies run low during the day, the HUC may have to call the linen department or page personnel from the laundry department for additional items.

Systems Used in Determining Need and Restocking Unit Supplies

A busy nursing unit stocks a variety of supplies to keep the unit functioning smoothly. Two systems are used for restocking supplies. One system is used by the HUC and/or a unit aide, who determines the supplies needed and orders them from the supplying department. Supplies that the HUC is usually directly responsible for maintaining include consent forms or, if applicable, paper chart forms. In many hospitals, all patient chart forms are computerized and may be printed as needed. Other supplies include office supplies, batteries, nutritional care supplies, and other miscellaneous items. Only the needed quantity of supplies should be maintained on the nursing unit. Overstocking may result in waste because some items become outdated and are no longer useful. Understocking may result in wasted time and a delay in a patient’s treatment.

Most hospitals use a standard supply list (Fig. 7-3), a computerized or written record of the quantity of each item currently needed by the nursing unit to last until the next supply order date. Standard supply lists are sometimes located inside cupboard doors or at the bottom of drawers where supplies are stored. To determine and order the number of supplies needed, simply compare the quantity on the standard supply list with the quantity of the item on the shelf, and requisition the difference. Keep in mind that the standard supply for many items may change and the standard supply list must be updated to reflect the changes. Another suggestion is to maintain on the nursing unit bulletin board a supply needs list for items (other than those maintained by the CSD) and ask all nursing unit personnel to record supplies that are running low (Fig. 7-4). This list may be used as a reference for items needed when you are ordering supplies for the nursing unit. The HUC may take inventory of nutritional care supplies such as crackers, juices, milk, coffee, and tea and order appropriate quantities for the nursing unit.