The Department Office Assistant is responsible for overseeing all hospital department office-related duties and will act as a resource for a hospital-based department, in a non-direct patient care role. This position is responsible for data entry, reconciling billing and coding and discrepancies, preparing meeting minutes and reports, maintenance of standard boards, department communications and external and internal contacts, and supporting daily staffing/assignments. This position occurs in the following departments - Laboratory, Pathology, Quality, Central Business Office, Shift Management Staffing, Med Surg 3 West, Med ICU, Labor Deliver and Post-Partum, Kendrick Ortho Spine, Emergency Department. Pharmacy, Care Coordination, Taylor House, Anesthesia, Hospitalists, Yavapai and NAH Orthopedic Surgery Center, and similar hospital-based departments. In the departments of Behavioral Health (Psychiatric, Psychiatrist and Outpatient) this position is called Medical Office Assistant.
This position will also act as an interdepartmental liaison between managers, leaders, staff, physicians, providers, and customers to ensure professional office related duties of the hospital department are performed, as well as service delivery and promotion of customer relations. This individual is able to function with minimal supervision and demonstrates appropriate decision-making skills within established guidelines and expectations of the job essential functions.
ResponsibilitiesAdministrative
* Maintains rapport with customers, managers, and employees; sets priorities to maintain work flow.
* Coordinates and schedules meetings as requested for department staff.
* Provides confidential administrative support to the department including relating pertinent information regarding any potential problems.
* Maintains procedures for office duties, charging, time edits, material management, and quality manual.
* Provides backup coverage for other support staff ensuring completion of assignments. Prioritizes and completes special projects as assigned.
* Maintains continuity of work and operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
* Attends staff and other meetings as required or requested. Works with Management to develop and distribute agendas, takes notes, and minutes when necessary and distributes as requested.
* Inventories and reorders all necessary departments equipment/supplies and maintains necessary inventory of floor stock items (varies by location).
* Secures and distributes forms, office supplies and office equipment.
Care Management Departments
* Performs billing and coding, employee recognition support, maintaining department communication lists for both internal and external contacts, assist with onboarding new employees and support daily staffing/assignments.
* Occasional travel to pick up bus passes and petty cash.
* Prepare daily huddle minute distribution and maintenance of standards boards.
Communication
* Answers multi-line telephones, utilizes and troubleshoots photocopiers, utilizes various forms of office equipment, and operates computer ordering system (including utilization or audit of time edit function).
* Prepares and distributes departmental communications to internal staff as directed. Develops and maintains distribution lists for various communications.
* Sorts, opens, and distributes mail and communications to appropriate office staff.
Laboratory Departments
* This role may be called upon in the Pathlogy department to accession specimens.
* Checks in patients, maintains an organized work area ensuring patient confidentiality, and demonstrates ability to perform a quick registration and client bill.
* Demonstrates knowledge of Medicare requirements, ability to enter new tests into ordering systems, print patient orders, research and provide patient results and properly identify specimen drop offs and all required information needed.
* Maintains fax repository and assists with standing order file, performs clerical duties, and is able to answer or relay questions from customers.
* Able to complete charge entry and reconciling of department billing.
Pharmacy Departments
* Manually enter in patient medication changes and credits.
* Compile Pharmacy Quality Reports and perform invoicing.
* Mange pharmacy student apartment.
* Assist with document updates for pharmacy processes and procedures.
Taylor House Specific Responsibilities
* Maintains daily clerical documentation records for Taylor House.
* Collaborates with all NAH departments for lodging and customer support requests.
* Serves as point of contact for service recover opportunities in manager's absence.
* Proces and documents payments, maintains reservation documentation, producing and maintains all end of month and fiscal year reports.
* Collects data and creates reports using DMAIC tools, and documents and communicates needed actions to management, discovering irregularities and determining continuing needs.
* Submits work orders for department as needed and secures and distributes and revises documents as needed; maintains and orders office and cleaning supplies.
* Attends staff and other meetings and ensure accurate shift changeover information.
* Anticipates and promptly responds to customer needs, actively listens and responds in an understandable manner.
* Provides tours of facility and guest rooms, performs check and check out, prepares guest rooms, and is available to address guest requests.
* Contacts housekeeping cleaning crew daily, performs touch point cleaning in all community areas, and performs necessary kitchen cleaning tasks daily.
Compliance/Safety
* Responsible for reporting any safety related incident in a timely fashion through the Midas/RDE tool; attends all safety related training programs; performs work in a safe manner; monitors work environment for possible safety issues and ensures others are also performing work in a safe manner.
* Maintains confidentiality of all department, patient, and employee matters.
* Completes all company mandatory modules and required job specific training in the specified time frame.
* Stays current and complies company policies that impact the employees area of responsibility.
QualificationsEducation
High School Diploma or GED- Required
Associates or Bachelor's Degree- Preferred
Certification & Licensures
Medical Office Assistant in the Behavioral Health Departments - Fingerprint application number required upon date of hire and Fingerprint Clearance Card required within 90 days of date of hire.
Experience
Minimum two (2) years of directly related skills, knowledge and experience demonstrating administrative assistant, secretarial, clerical, clerk, typist, receptionist, medical office, office assistant, office, project organization, business office, or business coordination experience - Required
Minimum two (2) years of customer service or customer relations or retail experience- Required
Previous experience with Kronos, Lawson, Halogen, Midas, and Business Objects- Preferred
Healthcare is a rapidly changing environment and technology is integrated into almost all aspects of patient care. Computers and other electronic devices are utilized across the organization and throughout each department. Colleagues must have an understanding of computers, and competence in using computers and basic software programs.
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