Administrative Support Coordinator - Cath Lab

SUMMARY:

Provides a wide variety of skilled administrative support to establish and maintain documents, daily functions of assigned area, develops reports and processes to ensure procedures are followed.  Schedules exams, coordinates physicians, patient rooms, hemostasis/recovery, etc.  Depending on department, may track implantables per patient (legal requirement) and/or utilization statistics and forwards them to Director (to aid in evaluating cost per case and vendor compliance).

ESSENTIAL FUNCTIONS:

Enters accurate admission, visits, and supplies usage data into computer; enters corrections, updates or revisions of copy on tape, card, disk or other storage material.

Operates word processing equipment to store, edit, format, print and revise letters, memos, statistical tables, reports, forms, labels and other printed material.

Operates in basic spreadsheet environment to maintain records.

Operates a personal computer, calculator, FAX machine, copy machine or related office machinery in performing assigned duties.

Conducts volume analysis for product lines.

Schedules appointments on Encompass or Cadence scheduling system; refines a highly-complex schedule with multiple clients; Answers telephones, routes callers, takes messages and provides routine information to callers.

May perform duties of EWS scheduling.

Cross references data to assure accuracy and completeness.

Maintains highly-sensitive records such as implantable registry (beyond scope of unit associates).

Acts as liaison with hospital personnel and outside agencies to resolve operational obstacles.

Maintains physician schedules and communications.

Adheres to and supports team members in exhibiting TMCH values of integrity, community, compassion, and dedication. 

Adheres to TMC organizational and department-specific safety, confidentiality, values, policies and standards.

Performs related duties as assigned.

Quality:

Prepares and maintains up-to-date control records, documenting receipt of documents, document and revision numbers, distribution, revised distribution and transmittal and archival dates. Develops staff training materials on how to write effective standard operating procedures and assists with staff training.

Employee Health/Worker’s Comp:

Provides office management functions to ensure compliance with employee health and worker’s comp regulations.  Performs record management by maintaining up to date files for employees, volunteers and new employees. Develops forms, runs various reports and queries, and updates PeopleSoft with immunization and health compliance information. Greets customers coming into the office, screens calls, provides information and follow up when necessary. Tracks new employee, volunteer and worker’s comp records, schedules appointments, and then provides status and report of findings daily. Pulls and copies immunization records as necessary.

Strategy Development:

Performs research and analysis of data, studies, and materials in support of administrative and financial functions.  Assists in preparation and control of databases, statistics, and reports.  Formats special reports and presentations including tabular displays, graphics, and overhead transparencies.  Coordinates projects and/or processes specific to operating unit serves.  May maintain office supply inventories, calendars, and events/meetings schedules.

Educator Support:

Performs duties as the Resource Room Scheduler Administrator for all conference room at TMC by scheduling rooms, prioritizing yearly assignments, and working with outside vendors. Collects and facilities the payment from outside sources for room rental and books/AHA cards.  Monitors and tracks book loans and seeks reimbursement for lost books.  Maintains and orders supplies for the central educators (this includes books, AHA cards, certificates, office supplies, educational supplies).  Facilitates the policy revision updates with quality and nursing education.  Correlates educational evaluations.  Develops and tracks a wait list to optimize course attendance.

Foundation:

Performs research of data and materials in support of administrative and financial functions. Performs data entry for gift processing for the foundation and reconciles with finance for month end reporting accuracy. Maintains reporting for mailing lists for foundation needs within database. Processes invoices and p-cards for foundation. Formats special reports and presentations and letters for the Grateful Patient program.  Maintains office supply inventories, calendars, and events/meetings schedules

Facilities:

Acts as CMMS database administrator. This includes: data entry of assets; managing the preventive maintenance work orders and balancing the schedule; tracking routine work orders; managing users; troubleshooting the program; training staff and end users; customer support; participating in environmental rounds and generating reports for facilities leadership.

Accreditation duties include setting up and maintaining documentation for survey activities to include fire protection, emergency generators, EOC meetings. Acts as scribe during accreditation surveys.

Work closely with facilities, safety, infection control, nursing, quality and EVS departments. 

MINIMUM QUALIFICATIONS

EDUCATION:  Associate's degree or equivalent from two-year College or technical school; or an equivalent combination of relevant education and experience.

EXPERIENCE:  One (1) year of scheduling or medical office experience, preferably in an acute care setting.

LICENSURE OR CERTIFICATION: None required

KNOWLEDGE, SKILLS AND ABILITIES: 

• Knowledge of scheduling systems, medical terminology, creating databases and tracking costs and materials by patient (department dependent).
• Knowledge of inventory and pricing best practices.
• Skill in organizing office workflow and managing informational databases.
• Skill in ordering supplies and maintaining inventories.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to complete routine reports and correspondence; ability to listen and accurately interpret others’ communication or instructions to take appropriate action.
• Ability to speak effectively before groups of customers or employees of organization.
• Ability to add and subtract two-digit numbers; ability to read a clock and accurately document time.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.