Performs a variety of clerical, receptionist, coordination and organization, data entry, filing, scanning, and other general office related functions.  OR scheduling duties according to established procedures.  Maintains interdepartmental communications and all medical records.  Embodies the Memorial Health System Performance Excellence Standards of Safety, Courtesy, Quality, and Efficiency that support our mission, vision and values.

Education:
• High School graduate.

Licensure/Certification/Registry:
• N/A

Experience:
• Five years of secretarial or clerical experience.
• One year of experience that illustrates extensive computer use. (Microsoft Word and Excel)

Other Knowledge/Skills/Abilities:
• Able to work with surgeons, staff, anesthesia, patients and families in a courteous and professional manner.
• Exemplary Organizational Skills.
• Ability to multi-task, and function with interruptions.
• Moderate physical effort.
• Dependable, Resourceful, and Self-Motivated.
• Knowledge of Medical Terminology, is preferred.
• Outstanding customer relations skills, strong communication and interpersonal skills are essential.

1. Interacts with a variety of facility/hospital personnel, doctors’ offices, patients, and visitors in a manner that enhances delivery of patient care and promotes positive relationships:

• Cooperates with personnel from other departments in a friendly, manner designed to yield a high level of satisfaction.

• Welcomes and directs visitors courteously.

• Answers multi-line telephone promptly and identifies unit, self, and job title.

• Knowledge and use of intradepartmental intercom system.

• Locates surgical personnel upon request.

• Places telephone calls upon request.

• Distributes mail.

• Maintains communication with patients and relatives in waiting lounge.

• Assists in on-the-job instruction including mentoring new OSCI staff.

• Assists surgeons to identify patient families to facilitate satisfaction and communication in a professional, courteous, and confidential manner.

2. Processes information accurately and clearly according to established procedure:

• Discriminates and sets priorities for received information.

• Receives and delivers telephone and electronic messages promptly and accurately.

• Provides appropriate information verbally or written to other departments as necessary.

• Refers requests from news media to Public Relations department.

• Operates computer terminal, fax, scanner, and photocopier correctly, securely, and safely.

• Complies with established policies for reporting unusual events, serious events, and/or injuries.

• Operates and maintains the control center for all “codes” according to established policies.

3. Performs non-clinical nursing tasks according to policy and established procedure:

• Assists with errands per request.

• Assists with admission, discharge, and/or transfer of patients.

• Runs daily schedules for the OR staff and other pertinent hospital and physician office departments.

• Runs scheduling reports for physicians and OR staff.

• Assists, copies, gathers, or prepares statistical data as directed.

• Transports charge forms to the Billing Department.

• Organizes and distributes Mail and coordinates with Billing Department.

• Performs daily checks of Gas Room in Engineering, and communicates and orders when supplies level warrants.

4. Maintains unit record according to established procedure:

• Assembles, and prepares an accurate Medical Record for procedures scheduled a minimum of one week in advance.

• Assigns a unique medical record number to each patient seen at OSCI.

• Coordinates and organizes with the physician office staff needed patient information including demographics, physician orders, exams, office notes, etc.

• Identifies past medical records when applicable, and combines records.

• Working with Preop. Coordinator and Preop. staff collects reports diagnostic reports for review, and facilitates Reports of Operation.

• Performs routine chart audits. Identifies forms that require signatures.

• Assumes responsibilities for Medical Record security.

• Scans completed records into EMR database.

• Follows P & Ps, including HIPAA compliance, with all requests for medical information.

• Obtains final clinical reports as needed for specimen reporting, discharge consultations, etc. from Millenium, as necessary.

5. Embodies the Memorial Health System Performance Excellence Standards of Safety, Courtesy, Quality, and Efficiency that support our mission, vision and values:

• SAFETY: Prevent Harm - I put safety first in everything I do.  I take action to ensure the safety of others.

• COURTESY: Serve Others - I treat others with dignity and respect.  I project a professional image and positive attitude.

• QUALITY: Improve Outcomes - I continually advance my knowledge, skills and performance.  I work with others to achieve superior results.

• EFFICIENCY: Reduce Waste - I use time and resources wisely.  I prevent defects and delays.

6. Requisition services and maintains supplies and equipment for unit according to need and cost-containment objectives:

• Orders and receives needed office supplies in respect to established standard quantities.

• Organizes and stores office supplies in proper location.

• Maintains and orders adequate supplies of required OR forms.

• Creates and/or edits new documents for chart or employees use upon request.

• Arranges for routine forms to be sent to the Print Shop for duplication.

• Maintains and neat and orderly work area.

• Coordinates office machinery maintenance agreements.

7. Assists supervisors in promoting efficient functioning of the unit in the interest of patient care.

• Complies with MMC and facility/departmental policies, procedures, and behavioral expectations.

• Follows designated lines of communication and authority in department. Reports problems or dissatisfaction of patients and families to charge nurse or director.

• Assists co-workers when time allows.

• Functions within scope of job description.

• Willingness to flex hours of work to provide for department coverage.

• Attends 65 percent or a minimum of six unit-staff meetings per year, whichever number is greater. Reviews and signs minutes all minutes.

• Seeks excused absence from director when needed.

• Maintains current CPR certification.

• Attends mandatory inservices, and assumes responsibility for identifying personal learning needs.

• Knows where crash cart is at all times.

8. Performs secretarial duties and OR scheduling duties according to established procedure and specific instructions of supervisor.

• Schedules cases accurately with pertinent information noted.

• Notifies appropriate staff (OR) regarding special equipment and instrument requests.

• Checks for scheduling conflicts.

• Notifies Anesthesia department concerning the need for additional providers.

• Notifies appropriate staff and anesthesia of all added and / or canceled cases.

• Refers physician’s office complaints to appropriate nursing office personnel.

• Confirms scheduling of tentative cases.

• Accurately prepares computerized OR schedule for next day’s surgery.

• Assists, prepares, and tallies monthly statistical information as directed.

• Records accurately all procedures in OR Log, (MS Access database).

9. Performs other related work as required or requested.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job.  Incumbents may be requested to perform tasks other than those specifically presented in this description.