Administrative Coordinator

Job Description

Manages the department needs by performing secretarial and administrative duties. Provides support to department staff, Social Work, Physicians, and customers.

Responsibilities

Office Management- Responsible for the daily management of the office and department through secretarial support and organization of schedules.

1) Greets visitors as they enter the department and directs them accordingly.

2) Answers phone calls to the department and directs the call appropriately.

3) Opens, sorts and delivers mail to the appropriate person.

4) Delivers outgoing mail to the mail room daily.

5) Faxes documents as requested by team.

6) Maintains office equipment (fax, copier) and calls for repairs.

7) Schedules meetings for department. Reserves meeting rooms and assures that rooms have needed equipment and refreshments.

8) Maintains department calendar in Outlook.

9) Keeps department office organized, efficient and clean to allow a welcoming atmosphere for visitors.

Clerical - Provides clerical support within the department by typing, filing, photocopying and other related tasks.

1) Prepares and types agenda's, reports and related materials for staff, departmental and committee meetings.

2) Typing and filing for department as indicated.

3) Prepares updated contact information for staff as needed (e.g. dialysis centers, doctor list, etc.)

4) Attends and takes minutes for department meetings. Minutes are completed in a timely manner.

5) Types and prepares patient and physician letters.

6) Scans documents into EMR.

7) Completes order forms for print shop, purchase requests.

8) Makes photocopies for team as indicated.

9) Completes applicable regulatory forms and obtains physician signature. Certain regulatory forms are completed on all patients and sent to Medicare for appropriate patient benefits.

10) Keeps excel files for patients accurate and up to date.


11) Maintains shared drive.


12) Removes old charts from department files, logs them and sends them to off-site storage as needed.

13) Keeps conference rooms stocked with educational information for patients.

14) Assist department with Performance Improvement tracking and reports as needed.

15) Works with QAPI Coordinator to complete minutes and meeting presentations and required.

16) Assist staff with IT needs as needed. Examples SARF forms, help desk tickets and follow-up

17) Assist manager with annual peer reviews and evaluation process by sending out evaluations to employees for completion and putting report together for manager.

18) Completes department on call schedule monthly and posts. Sends copy to team members including surgeons.


19) Uploads patient photos into EPIC

Finance- Takes financial responsibility and accountability in relation to assigned tasks as indicated.

1) Assures monthly time studies are completed and sent to finance / compliance monthly

2) Orders office supplies for department


3) Initiates and prepares check requests and obtain manager's signature

4) Orders educational material as requested.

5) Reviews and verifies Hoxworth invoices for accuracy before obtaining manager's signature.

6) Types time sheets for medical and surgical director. Sends time sheets to physicians for review and signature and then submits to manager for approval. Once approved e-mails compliance signed time sheets. Signed copy is returned to manager for files.


Other Department responsibility- Participates in departmental standards and expectations.

1) Attends 90% of department meetings.

2) Attends 90% of staff meetings.

3) Supports self and peers in professional growth and development utilizing resources and opportunities within and outside of The Christ Hospital

4) Completes all educational requirements to maintain competency related to specific population of patients and / or regulatory agencies (Healthstream education 100% on time completion and attendance for annual education day). Submits required tests and paperwork in a timely manner without management intervention.

5) Participates in self and peer review activities to include the positive recognition of peers and staff on a regular basis

6) Evaluates and participates in performance improvement initiatives

7) Participation in community service activities is encouraged

Qualifications

EDUCATION: Required High school diploma or equivalent. Preferred Associate Degree.


YEARS OF EXPERIENCE: Required 3 year in a secretarial / office management type job.


REQUIRED SKILLS AND KNOWLEDGE: Computer skills. Must be proficient in typing, Microsoft Excel, Microsoft Word, Outlook and Power point. Must have exceptional customer service skills. Required experience in medical terminology


LICENSES & CERTIFICATIONS:

None