Job Description

Summary: The essential functions of this position include, but are not limited to; secretarial position to assist with activities of designated areas, including processing of department documentation, statistics, Q A, payroll, files, typing, and other clerical duties; other functions that may be assigned. Responsibilities:

(40%)

Assists manager with coordination of activities of hospital departments Coordinates activities with Managers and staff in departments. Communicates with Manager about activities occurring in departments or hospital-wide as necessary. Works on special projects as assigned by manager.

(20%)

Maintains a calendar for the Manager. Schedules appointments within house and outside people and agencies. Maintains monthly and daily scheduling. Sets up in services and meetings for Manager and departments.

(20%)

Maintains all department files according to departmental procedure Prepares files for Manager. Maintains personnel files. Able to retrieve information for Manager use.

(20%)

Assists manager with coordination and tracking of occurrence reports and patient complaint reports to assure timely response from appropriate staff members Can determine staff involved by records. Follow through with contacting of staff with incidents. Responds with letter to patient, as appropriate. Communicates with Manager incidents that may need immediate action.

OTHER DUTIES AND RESPONSIBILITIES

Assists Manager and other appropriate staff members with coordination of department QA activities


Maintains files or can retrieve information for QA studies.


Prepares summary format of QA information.



Performs general clerical functions for the department, including copying, faxing and deliveries.


Maintain general clerical functions for all departments.


Answer the telephone, screen calls, take and relay messages.


Maintains manuals for Department.



Completes typing projects as assigned by Manager


Responsible for accurately typing projects and documents for Manager and staff.


Records and types meeting minutes as requested.



Processes departmental mail



Assists with department charges.



Maintains Department Files/Supplies.


Assists manager and other appropriate staff members at coordination of department competencies and orientations.


Assists manager and appropriate staff with the compilation, updating, stocking of educational materials.


Assists manager in purchasing of supplies and equipment for units.



Communication & Cooperation


Knowledge of contents in union contracts to correctly administrate to nursing staff, Human Resources and Payroll.


Must be available to join CQI's Team as needed and contribu6te to meet the goals of the team.


Accurately and effectively communicate with sensitivity to all necessary departments, providing effective feedback.



Attends Department Meetings.


Accurately records minutes of departmental meeting.


Publishes minutes for department to read.


90% attendance to meetings expected.


Reads minutes 100% of time.



Processes payroll and department attendance records


Has working knowledge of Kronos and Ansos systems.


Prepares payroll and keeps records as necessary.


Meets payroll deadlines.


Prepares pay period reports for Manager.


Prepares absenteeism/tardiness and other reports.


Does all clerical work related to nurse scheduling accurately and timely.


Maintains records of daily staffing.


Maintains employee calendars making sure they are up to date and accurate



Provides excellent customer service



Maintains Patient Records


Establish and maintain files and records.


Copies and routes testing and reports to physicians, tracks correspondence and orders.


Prepares and enters into computer daily patient charges, reviews the daily charge report and follows up with Finance department if needed.


Verifies daily charges with green bars from accounting.


Coordinates some in-patient and outpatient diagnostic procedure scheduling.


Prepares monthly statistical reports and records as required by department manager and routes to Finance.



Demonstrates competency in Infection Prevention and Control Practices and Policies.



Other duties as assigned


Required Education:

Education:

HIGH

Equivalent Experience:

Education Specialization:

GENSTUDY

Essential:

true




Other Information:

EXPERIENCE, TRAINING AND SKILLS

Typing skills; 40 WPM minimum.



One year clerical experience required.



Communication skills required, verbal and written.



Able to work independently and prioritize multiple activities.



Interpersonal skills needed to communicate successfully with individuals and groups and interact with people at all levels to communicate ideas and concepts in a clear and understandable manner.



MyMichigan Health is a technology driven organization and employees need to demonstrate competency in Microsoft Windows. An employee may be required to participate in further learning opportunities offered by MyMichigan Health.



Knowledge of medical terminology preferred.



Computer skills required; experience with Excel, WordPerfect, Word, and PowerPoint preferred.

PHYSICAL/MENTAL REQUIREMENTS AND TYPICAL WORKING CONDITIONS:

Exposure to stressful situations, including those involving public contact, as well as, trauma, grief and death.





Able to wear personal protective equipment that includes latex materials or appropriate substitute if required for your position.



Is able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined in the job description.





Overall vision and hearing is necessary with or without assisted device(s).



Frequently required to sit/stand/walk for long periods of time. May require frequent postural changes such as stooping, kneeling or crouching.





Some exposure to blood borne pathogens and other potentially infectious material. Must follow MyMichigan Health bloodborne pathogen and TB testing as required.





Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake.



Overall dexterity is required including handling, reaching, grasping, fingering and feeling. May require repetition of these movements on a regular to frequent basis.





Physical Demand Level:

Light.

Must be able to occasionally (0-33% of the workday) lift or carry 11-20 lbs., frequently (34-66% of the workday) 10 lbs. and or Walk/Stand/Push/Pull of Arm/Leg controls.




Equivalent Experience and Other Comments (Education):

Education:

HIGH

Equivalent Experience:

Education Specialization:

GENSTUDY

Essential:

true